Executive Assistant

Our client in Lusaka, is looking for an Executive Assistant to join their team for a job vacancy within the FMCG industry.About the RoleResponsible for performing various tasks of providing full managerial, administrative and secretarial support at a senior level to the Managing Director, General Manager and Financial Director ensuring smooth management of their day-to-day affairs and most effective use of time by handling confidential, sensitive and complex issues in a professional and objective manner. In addition, shall be required to take initiative as appropriate, especially during the assigned superior’s absence.ResponsibilitiesPerform various tasks of providing full managerial, administrative and secretarial support at a senior level to the Managing Director, General Manager and Finance Director ensuring smooth management of their day-to-day affairs and most effective use of time by handling confidential, sensitive and complex issues in a professional and objective manner. In addition, shall be required to take initiative as appropriate, especially during the assigned superior’s absence.Process the assigned superiors’ correspondence, ensuring that all incoming mail is dealt with or if not available act on behalf of the assigned superior as appropriate.Manage all assigned superiors’ travel arrangements (to include travel advances, air tickets, visas or accommodation) as per undertaken trip requirements.Maintain updated records of assigned superior’s contacts.Assist assigned superiors to research and follow up on action of matters which falls within their responsibility ensuring to follow up on responses and action as required.Produce documents, financial and sales daily/weekly/monthly reports for the assigned supervisors as needed.Manage and maintain the assigned superiors’ diaries, company email account and operational tasks.Respond to emails/correspondence as much as possible and dealing with appointments.Ensure busy diary commitments, papers arrangements are managed effectively including producing daily folders with diary, necessary paper etc and able to troubleshoot problems.Schedule on behalf of assigned superiors’ meetings between them and their direct reports including committees and groups to which they are members.Filter general information, queries, phone calls and invitations for the assigned superiors ensuring redirect or taking forward such contacts as appropriate.Ensure assigned superiors are fully briefed on, or prepared for, any engagements they are involved in by maintaining an accurate record of papers and electronic correspondence on their behalf.Prepare correspondence on behalf of the assigned superiors, including drafting general replies.File office correspondence in an accurate and effective manner ensuring to keep and retrieve files when such need arises.Ensure guests meeting with the assigned superiors are well taken care of by providing a service in line with their work habits and preferences.Organize and service meetings (ensuring to arrange meeting rooms and refreshments).Ensure adequate safety measures are followed to protect the Corporation’s property and personnel.Perform related tasks as required.Operate as the Local Protocol Officer and Travel arranger for Seaboard visitors.QualificationsFull grade 12 School Certificate and with a Bachelor’s degree in Business Administration or related field.Excellent written and verbal communication skills and must have a professional demeanour.3 - 5 years working experience as an executive or personal assistant.Able to work with minimum supervision including maintenance of confidentiality at all times.Strong proficiency in MS365, including Excel and PowerPoint. Must have experience with Microsoft Teams.Proactive and self-motivated, with strong attention to detail and the ability to anticipate needs.Strong organizational, time-management, and problem-solving skills.Experience managing calendars, travel, and meetings.Ability to multitask and prioritize tasks independently. Required SkillsExcellent written and verbal communication skills.Strong proficiency in MS365, including Excel and PowerPoint.Proactive and self-motivated.Strong organizational and time-management skills.Preferred SkillsExperience with Microsoft Teams.Ability to multitask and prioritize tasks independently.