Job Description and Specification for Executive Assistant to the CEO: JOB GRADE AAAG-4
Position Title: Executive Assistant to the CEO
Department: Chief Executive’s Office
Reports To: Chief Executive Officer
Location: Lusaka – Zambia

A. Job Purpose

The Executive Assistant to the Chief Executive Officer (CEO) will provide comprehensive administrative and secretarial support to the CEO, with a focus on board secretarial services, stakeholder engagement, diary management, protocol coordination, office administration, and departmental coordination. This role is critical in ensuring the efficient operation of the Executive Office and supporting the CEO in executing his duties effectively.

B. Job Duties and Responsibilities Duties and responsibilities at this grade entail:-

1. Board Secretarial Services – Assist the CEO to:

• Prepare and distribute board meeting agendas, minutes, and related documents.
• Coordinate logistics for board meetings, including scheduling, venue arrangements, and catering.
• Maintain accurate records of board decisions and actions, and ensure compliance with governance policies and procedures.
• Act as a liaison between the board members and the CEO, facilitating effective communication.

2. Stakeholder Engagement:

• Assist in managing relationships with key stakeholders, including members, partners, government agencies, and other organizations.
• Prepare and coordinate communications to stakeholders, including newsletters, reports, and presentations.
• Organize and support stakeholder events, meetings, and engagements to enhance collaboration and partnerships.

3. Diary Management:

• Manage the CEO’s calendar, scheduling appointments, meetings, and travel arrangements.
• Ensure the CEO is well-prepared for meetings by providing necessary documents, briefings, and itineraries.
• Coordinate and prioritize the CEO’s commitments to optimize their time and productivity.

4. Protocol Coordination:

• Manage protocol arrangements for official events, visits, and functions involving the Accountants General and Chief Executive Officer.
• Ensure adherence to organizational and cultural protocols in all interactions and engagements.
• Coordinate with external parties to ensure seamless execution of protocol requirements.

5. Office Administration:

• Oversee the day-to-day administrative operations of the Executive Office.
• Maintain confidential and sensitive information with the highest level of integrity and discretion.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail, ensuring timely responses.

6. Departmental Coordination:

• Facilitate communication and coordination between the CEO and various departments within the organization.
• Assist in the preparation of reports, presentations, and other documentation required by the CEO.
• Support the implementation of strategic initiatives and projects led by the CEO.

7. Communications Support:

• Draft, edit, and proofread communications, including emails, letters, reports, and presentations.
• Ensure communications are clear, accurate, and aligned with the organization’s tone and style.
• Manage the CEO’s social media presence and assist in content creation as needed.

8. Travel Management:

• Arrange domestic and international travel for the Members of the General Assembly, the Executive Committee and the CEO, including flights, accommodations, and transportation.
• Prepare travel itineraries and ensure all necessary travel documents are in order.
• Handle travel-related expenses and reimbursements.

9. Event Planning and Coordination – may be alled upon to assist:

• Plan and coordinate internal and external events, such as conferences, workshops, and seminars.
• Manage event logistics, including venue selection, catering, and attendee registration.
• Ensure events run smoothly and address any issues that may arise.

10. Other Responsibilities:

• Perform any other duties as assigned by the CEO to support the efficient operation of the Executive Office.
• Continuously seek opportunities to improve processes and enhance the effectiveness of the Executive Office.

C. Qualifications:

• Minimum of ten (10) years of experience in an executive assistant or administrative support role in a corporate or not for porfit setting.
• Bachelor’s degree in Business Administration, Management, Communications, or a related field.

· Fluency in spoken and written English. Knowledge of French or Portuguese will be an added advantage.

• Good understanding of media relations, digital communication, and brand management.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
• Experience in managing social media platforms and digital marketing campaigns.
• Ability to work under pressure and manage multiple projects simultaneously.
• Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• High level of integrity, discretion, and professionalism in handling confidential information.
• Detail-oriented with strong problem-solving and decision-making abilities.

D. Essential Skills and Competencies:

• Organizational skills for managing schedules, events and tasks
• Multitasking skills for handling multiple projects and priorities
• Time management skills for meeting deadlines and optimizing efficiency
• Communication skills for interacting with various individuals and conveying information clearly and professionally.
• Adaptability and Flexibility Cultural diversity awareness.

E. Application Process

Interested candidates should submit their resume, cover letter, and any relevant certifications to careers@aaag.org.zm by 05.00 PM (CAT) on 5th July 2024.

The Association is an equal opportunity employer and encourages applications from all qualified individuals and does not charge for its recruitment related services.