Executive Personal Assistant to Managing Director
2025-05-20T05:15:24+00:00
Zambia Railways Limited
https://cdn.greatzambiajobs.com/jsjobsdata/data/employer/comp_3255/logo/Zambia%20Railways%20Limited.jpg
https://zrl.com.zm/
FULL_TIME
Lusaka
Lusaka
10101
Zambia
Transportation, Distribution, and Logistics
Management
2025-05-23T17:00:00+00:00
Zambia
8
JOB PURPOSE:
Provide comprehensive support to the managing director and Executive Team and manage the office operations, with efficiency, diplomacy, discretion and professionalism.
MAIN DUTIES
- Promptly and effectively prepare, manage, review, track incoming enquiries and correspondence and reports on behalf of the MD
- Manage Managing Director’s email inbox to ensure all important communications are flagged
and receive a response.
- Disseminate information and maintain a system to ensure action is taken by senior management.
- Promptly prepare MD’s agendas, memos, take down minutes and ensure action is taken on
correspondence of daily activities.
- Handle sensitive information with the utmost confidentiality
- Develop and maintain the MD’s paper and electronic filing and information systems.
- Manage the MD’s calendar, schedule meetings, and coordinate appointments
- Develop a work schedule and ensure MD’s meeting are scheduled in line with the calendar.
- Effectively manage scheduled and unscheduled meetings for managing director.
- Plan and coordinate travel, including flights, accommodation, and ground transportation.
- Ensure prompt requisition/ acquisition of office refreshment stationery and other consumables
- Ensure MD office and facilities are clean and in good working order
- Maintain confidential files and records
- Processes expenses, debit/credit card returns and raising purchase orders and other finance related duties as directed by the MD, including compilation of MD’s expense and imprest retirement claims.
- Monitor financial and material utilization of MD’s allocated budget.
- Implement a work schedule and ensure MD’s meeting are scheduled in line with the calendar.
- Ensure management of office budget.
- Ensure variable costs are managed in line with output or production.
- Ensure efficient and effective utilization of materials and resources.
- Develop and implement cost saving initiatives.
- Act as the primary point of contact between the MD and internal/external stakeholders Provide secretarial support to key internal and external meetings involving the MD.
- Draft and proofread communications, presentations and reports
- Make administrative arrangements and planning for internal and external meetings and
conferences.
- Provide information to internal and external stakeholder for decision making.
- Manage and maintain a cordial relationship with internal and external stakeholders.
- Plan and coordinate company events, conferences and stakeholder engagements
- Manage logistics, invitations and budgets for events
CORE COMPETENCIES:
- Ability to multitask and prioritize effectively in a fast-paced environment
- Strong attention to detail and time management
- Administration and support skills.
- Interpersonal skills.
- Excellent written and verbal Communication skills.
- Proficiency in drafting professional correspondence and reports
- Innovative.
- Typing and note taking
- Discretion and trust worthiness
- Tact and diplomacy
- Numerical, Analytical and Financial skills.
- Critical thinking and Problem solving.
- Advanced knowledge of Microsoft office suite (Word, Excel, PowerPoint, Outlook)
- Commercial and business acumen.
- Knowledge of rules, regulations and procedures.
- Negotiation skills
- Performance and appraisal knowledge.
- Team building.
- Talent management.
- Leadership and Supervisory skills.
- Ability to handle confidential information with care
EMPLOYEE BEHAVIOR:
Uphold ZRL’s six (6) core values of:-
- Teamwork.
- Innovation.
- Integrity.
- Professionalism.
- Service.
- Enterprise.
Academic /Professional Qualifications:
- Full grade 12 certificate (5 ‘0’ levels) with credit or better in Mathematics and English
- A bachelor’s degree in Public Administration/Business Administration or its equivalent.
- At least 5 years’ experience in a relevant position.
- Membership to a relevant professional body is a must.
- Secretarial background will be an added advantage.
Promptly and effectively prepare, manage, review, track incoming enquiries and correspondence and reports on behalf of the MD Manage Managing Director’s email inbox to ensure all important communications are flagged and receive a response. Disseminate information and maintain a system to ensure action is taken by senior management. Promptly prepare MD’s agendas, memos, take down minutes and ensure action is taken on correspondence of daily activities. Handle sensitive information with the utmost confidentiality Develop and maintain the MD’s paper and electronic filing and information systems. Manage the MD’s calendar, schedule meetings, and coordinate appointments Develop a work schedule and ensure MD’s meeting are scheduled in line with the calendar. Effectively manage scheduled and unscheduled meetings for managing director. Plan and coordinate travel, including flights, accommodation, and ground transportation. Ensure prompt requisition/ acquisition of office refreshment stationery and other consumables Ensure MD office and facilities are clean and in good working order Maintain confidential files and records Processes expenses, debit/credit card returns and raising purchase orders and other finance related duties as directed by the MD, including compilation of MD’s expense and imprest retirement claims. Monitor financial and material utilization of MD’s allocated budget. Implement a work schedule and ensure MD’s meeting are scheduled in line with the calendar. Ensure management of office budget. Ensure variable costs are managed in line with output or production. Ensure efficient and effective utilization of materials and resources. Develop and implement cost saving initiatives. Act as the primary point of contact between the MD and internal/external stakeholders Provide secretarial support to key internal and external meetings involving the MD. Draft and proofread communications, presentations and reports Make administrative arrangements and planning for internal and external meetings and conferences. Provide information to internal and external stakeholder for decision making. Manage and maintain a cordial relationship with internal and external stakeholders. Plan and coordinate company events, conferences and stakeholder engagements Manage logistics, invitations and budgets for events
Ability to multitask and prioritize effectively in a fast-paced environment Strong attention to detail and time management Administration and support skills. Interpersonal skills. Excellent written and verbal Communication skills. Proficiency in drafting professional correspondence and reports Innovative. Typing and note taking Discretion and trust worthiness Tact and diplomacy Numerical, Analytical and Financial skills. Critical thinking and Problem solving. Advanced knowledge of Microsoft office suite (Word, Excel, PowerPoint, Outlook) Commercial and business acumen. Knowledge of rules, regulations and procedures. Negotiation skills Performance and appraisal knowledge. Team building. Talent management. Leadership and Supervisory skills. Ability to handle confidential information with care
Full grade 12 certificate (5 ‘0’ levels) with credit or better in Mathematics and English A bachelor’s degree in Public Administration/Business Administration or its equivalent. At least 5 years’ experience in a relevant position. Membership to a relevant professional body is a must. Secretarial background will be an added advantage.
JOB-682c0fec284a2
Vacancy title:
Executive Personal Assistant to Managing Director
[Type: FULL_TIME, Industry: Transportation, Distribution, and Logistics, Category: Management]
Jobs at:
Zambia Railways Limited
Deadline of this Job:
Friday, May 23 2025
Duty Station:
Lusaka | Lusaka | Zambia
Summary
Date Posted: Tuesday, May 20 2025, Base Salary: Not Disclosed
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JOB DETAILS:
JOB PURPOSE:
Provide comprehensive support to the managing director and Executive Team and manage the office operations, with efficiency, diplomacy, discretion and professionalism.
MAIN DUTIES
- Promptly and effectively prepare, manage, review, track incoming enquiries and correspondence and reports on behalf of the MD
- Manage Managing Director’s email inbox to ensure all important communications are flagged
and receive a response.
- Disseminate information and maintain a system to ensure action is taken by senior management.
- Promptly prepare MD’s agendas, memos, take down minutes and ensure action is taken on
correspondence of daily activities.
- Handle sensitive information with the utmost confidentiality
- Develop and maintain the MD’s paper and electronic filing and information systems.
- Manage the MD’s calendar, schedule meetings, and coordinate appointments
- Develop a work schedule and ensure MD’s meeting are scheduled in line with the calendar.
- Effectively manage scheduled and unscheduled meetings for managing director.
- Plan and coordinate travel, including flights, accommodation, and ground transportation.
- Ensure prompt requisition/ acquisition of office refreshment stationery and other consumables
- Ensure MD office and facilities are clean and in good working order
- Maintain confidential files and records
- Processes expenses, debit/credit card returns and raising purchase orders and other finance related duties as directed by the MD, including compilation of MD’s expense and imprest retirement claims.
- Monitor financial and material utilization of MD’s allocated budget.
- Implement a work schedule and ensure MD’s meeting are scheduled in line with the calendar.
- Ensure management of office budget.
- Ensure variable costs are managed in line with output or production.
- Ensure efficient and effective utilization of materials and resources.
- Develop and implement cost saving initiatives.
- Act as the primary point of contact between the MD and internal/external stakeholders Provide secretarial support to key internal and external meetings involving the MD.
- Draft and proofread communications, presentations and reports
- Make administrative arrangements and planning for internal and external meetings and
conferences.
- Provide information to internal and external stakeholder for decision making.
- Manage and maintain a cordial relationship with internal and external stakeholders.
- Plan and coordinate company events, conferences and stakeholder engagements
- Manage logistics, invitations and budgets for events
CORE COMPETENCIES:
- Ability to multitask and prioritize effectively in a fast-paced environment
- Strong attention to detail and time management
- Administration and support skills.
- Interpersonal skills.
- Excellent written and verbal Communication skills.
- Proficiency in drafting professional correspondence and reports
- Innovative.
- Typing and note taking
- Discretion and trust worthiness
- Tact and diplomacy
- Numerical, Analytical and Financial skills.
- Critical thinking and Problem solving.
- Advanced knowledge of Microsoft office suite (Word, Excel, PowerPoint, Outlook)
- Commercial and business acumen.
- Knowledge of rules, regulations and procedures.
- Negotiation skills
- Performance and appraisal knowledge.
- Team building.
- Talent management.
- Leadership and Supervisory skills.
- Ability to handle confidential information with care
EMPLOYEE BEHAVIOR:
Uphold ZRL’s six (6) core values of:-
- Teamwork.
- Innovation.
- Integrity.
- Professionalism.
- Service.
- Enterprise.
Academic /Professional Qualifications:
- Full grade 12 certificate (5 ‘0’ levels) with credit or better in Mathematics and English
- A bachelor’s degree in Public Administration/Business Administration or its equivalent.
- At least 5 years’ experience in a relevant position.
- Membership to a relevant professional body is a must.
- Secretarial background will be an added advantage.
Work Hours: 8
Experience in Months: 60
Level of Education: bachelor degree
Job application procedure
Interested in applying for this job? Click here to submit your application now.
- Applicants who meet the respective stated qualifications and experience should submit their applications with detailed curriculum vitae, certified and ZAQA verified copies of their academic and professional qualifications, and details of three (3) traceable referees with their contact numbers not later than 17:00hrs on 23rd May, 2025 to both email addresses
- Applications must be addressed to:
Director Human Resource and Administration
Zambia Railways Limited
1st Floor Shitima House, P.O Box 80935
K A B W E
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