Vacancy title:
Executive Assistant

[Type: FULL_TIME, Industry: Agriculture, Food, and Natural Resources, Category: Admin & Office]

Jobs at:
National Milling Corporation Limited

Deadline of this Job:
Thursday, October 9 2025

Duty Station:
Zambia | Lusaka | Zambia

Summary
Date Posted: Wednesday, October 1 2025, Base Salary: Not Disclosed

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JOB DETAILS:

National Milling Corporation Limited, is a reputable multinational Company specialized in the manufacturing of various flour, mealie meal, stock feed products and also trades in rice and others wishes to engage a dynamic and customer-focused individual to join our team as Executive Assistant at our Lilayi Branch:

Role Description

The role is responsible 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.  

Qualifications and Requirements

• Full 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 demeanor.  
• 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
• Experience managing calendars, travel, and meetings
• Ability to multitask and prioritize tasks independently

Key Responsibilities

• Perform 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 manager. 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. 
• 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. 
• 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. 

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

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