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.