About the job

A personal assistant (PA), sometimes called the Executive Secretary or Personal/Private Secretary, works closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. Personal Assistants (PAs) often act as the Director’s first point of contact with people from both inside and outside the organization.

Key Duties And Responsibilities

Devising and maintaining office systems, including data management and filing;
Arranging travel, visa and accommodation; and occasionally traveling with the director to take notes or dictations at meetings or to provide general assistant during presentations;
Screening phone calls, inquiries and requests, and handling them when appropriate;
Drafting and typing Memoranda, Letters and any other communication
Responsible for maintaining a sound filing system for correspondence and other documents held in the office of the Plant Director
Receiving, recording, monitoring and co-coordinating business correspondence
Receiving and screening of visitors
Screening and re-routing business and personal telephone calls appropriately
Fixing appointments for the Plant Director
Scanning/Photocopying copies for Plant Director’s Office
General office management.
Any other duties as assigned by the Assistant Director

Requirements

Grade twelve (12) School Certificate or Equivalent
Minimum Typing Speed 45/55 wpm and Shorthand speeds 90/100 wpm
Bachelor’s degree/Diploma in Secretarial/Management Studies/Business Studies/Social Science will be an added advantage
Member of the Professional Secretaries Association of Zambia will be an added advantage
Minimum of Three to Five (3-5) year’s experience in procurement and supply chain
Proficiency in Microsoft office suits/SAP applications
A team player who demonstrates patience, flexibility and honesty
Be willing and able to meet tight deadlines and work long hours when required
A self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadline
Confidentiality.

Desired Skills and Experience

Answer Phones
Calendaring
Database
File Systems
Office Administration
Outlook
Personal Shopping
Travel Arrangements
Vendor Management