Personal Assistant to the Director

Job Description

The Personal Assistant will be responsible for: Coordinating and preparing Board and Committee meetings, including agenda setting, documentation, and follow-ups. Recording and producing high-quality Board minutes and reports. Providing project management support, including planning, tracking deliverables, and reporting on key initiatives. Managing the Director’s schedule, appointments, and official engagements with discretion and efficiency. Handling confidential correspondence and communication on behalf of the Director. Maintaining accurate records, databases, and institutional documentation. Supporting the integration and use of AI tools and digital systems to improve workflow, reporting, and communication. Managing internal and external communication, including email, stakeholders, and partners. Overseeing digital presence, including social media platforms and website updates. Providing general executive and administrative support to the Director’s Office.

Minimum Requirements

• Minimum of Grade 12 (Form V/VI) Certificate.
• Diploma in Business Administration, Public Relations, Project Management, or a related field.
• Minimum of 2 years’ relevant experience in an executive support role.
• Demonstrated experience in Board coordination and meeting preparation.
• Proven skills in project management (formal certification is an added advantage).
• Familiarity with AI tools and digital productivity platforms (e.g., document automation, scheduling tools, data management systems).
• Strong organisational, communication, and interpersonal skills.
• High level of integrity and ability to handle confidential information.
• Membership to a relevant professional body (e.g., Zambia Institute of Secretaries) is an added advantage.

Key Competencies

• Strategic thinking and attention to detail.
• Excellent writing and minute-taking skills.
• Strong coordination and multitasking ability.
• Digital literacy and adaptability to emerging technologies.
• Professionalism and discretion.

How to Apply

Direct Apply