Job Details

Job Description

ROLE PROFILE

The Executive Assistant to the Executive Director will be responsible for providing personalized administrative support in a professional manner, handling tasks related to the executive’s agenda, communications, and daily operations, ensuring efficiency and confidentiality.

KEY RESPONSIBILITIES

• Act as the first point of contact for the Executive Director with internal/external clients.
• Provide high-level administrative support to Executives Director, including scheduling meetings, managing calendars, and handling correspondence
• Book and manage travel arrangements
• Develop efficient documentation and filing systems
• Handle incoming requests and queries appropriately
• Produce reports, presentations, and briefs as needed
• Assist the Executive Director in decision-making
• Support the Executive Director in managing high-priority projects, tracking milestones, and coordinating with various departments to ensure alignment with organizational goals
• Assist with the implementation of key initiatives, following up on project progress and helping resolve any bottlenecks
• Ensure that the Executive Director’s time is optimized, and the executive office runs smoothly
• Organize schedules and ensure the Executive Director’s day-to-day operations are seamless
• Manage travel, logistics calendar, and expenses (including retirement expenses) for the Executive Director’s trips, meetings, boardroom, and workshop bookings (in partnership with procurement
• Any other lawful duties that may be assigned

QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED

• Bachelor’s degree in Business administration, Public Administration or its equivalent
• Full Grade 12 Certificate
• At least 6 years of experience working as Executive Assistant
• Comprehensive understanding of office management systems and applications.
• Exceptional planning and time management skills
• Excellent verbal and written communication skills
• Discretion and confidentiality.
• Effective administration and people management skills
• Full understanding of administration functions and best practices
• Strong decision-making and problem-solving skills
• Meticulous attention to detail.

Applications accompanied by photocopies of certified academic and professional qualifications with a detailed Curriculum Vitae giving at least three (3) traceable references should be sent to;

The Executive Director

Zambia Institute of Mass Communications Educational Trust

Plot 3529 Government Road

P.O Box 50386 RW

Lusaka.

Or send via email to: [email protected]

Closing Date:  30th May, 2025.

PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.