POSITION: PERSONAL ASSISTANT TO THE CHIEF EXECUTIVE OFFICER

The Zambia International Trade Fair Trust (ZITFT), a leading institution mandated to promote trade, investment and economic development through exhibitions and related activities, invites applications from suitably qualified, experienced and highly organised individuals for the position of Personal Assistant to the Chief Executive Officer.

The successful candidate will be responsible for providing high-level executive and administrative support to the Chief Executive Officer by coordinating office operations, managing schedules, facilitating communication, maintaining confidential records, and ensuring the efficient functioning of the CEO's Office.

Key Responsibilities

• Provide comprehensive secretarial and administrative support to the Chief Executive Officer.
• Manage the CEO's diary, appointments, meetings, travel arrangements and official engagements.
• Prepare correspondence, reports, presentations, speeches, minutes and briefing materials.
• Receive and direct visitors, clients, Government officials and other stakeholders professionally.
• Manage incoming and outgoing correspondence and maintain accurate filing and records management systems.
• Coordinate meetings, conferences and video/audio conferencing arrangements.
• Draft official correspondence to Government institutions, stakeholders and other external agencies.
• Ensure confidentiality of all official documents and information handled within the CEO's Office.
• Coordinate emergency communication and provide administrative support during urgent situations.
• Monitor office supplies and ensure cost-effective utilisation of resources within the CEO's Office.
• Maintain effective communication between the CEO and internal and external stakeholders.
• Perform any other duties as may be assigned by the Chief Executive Officer.

Minimum Qualifications and Experience

• Full Grade Twelve (12) School Certificate.
• Diploma in Secretarial Studies, Office Administration or an equivalent qualification.
• Minimum of five (5) years' proven experience providing executive or secretarial support to Senior Management or Executive Leadership.
• Proficiency in Microsoft Office applications, including Word, Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organisational, planning and time management skills.
• High level of integrity, discretion and ability to maintain confidentiality.
• Ability to work under pressure, prioritise multiple tasks and meet tight deadlines.
• Excellent interpersonal, analytical and problem-solving skills.
• Self-motivated, detail-oriented and able to work with minimal supervision.

• Provide comprehensive secretarial and administrative support to the Chief Executive Officer.
• Manage the CEO's diary, appointments, meetings, travel arrangements and official engagements.
• Prepare correspondence, reports, presentations, speeches, minutes and briefing materials.
• Receive and direct visitors, clients, Government officials and other stakeholders professionally.
• Manage incoming and outgoing correspondence and maintain accurate filing and records management systems.
• Coordinate meetings, conferences and video/audio conferencing arrangements.
• Draft official correspondence to Government institutions, stakeholders and other external agencies.
• Ensure confidentiality of all official documents and information handled within the CEO's Office.
• Coordinate emergency communication and provide administrative support during urgent situations.
• Monitor office supplies and ensure cost-effective utilisation of resources within the CEO's Office.
• Maintain effective communication between the CEO and internal and external stakeholders.
• Perform any other duties as may be assigned by the Chief Executive Officer.

• Proficiency in Microsoft Office applications, including Word, Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organisational, planning and time management skills.
• High level of integrity, discretion and ability to maintain confidentiality.
• Ability to work under pressure, prioritise multiple tasks and meet tight deadlines.
• Excellent interpersonal, analytical and problem-solving skills.
• Self-motivated, detail-oriented and able to work with minimal supervision.

• Full Grade Twelve (12) School Certificate.
• Diploma in Secretarial Studies, Office Administration or an equivalent qualification.