The Zambia Institute of Mass Communication (ZAMCOM) was established under the ZAMCOM Act of Parliament of 1996 to provide Communications and Media training and production services.

ZAMCOM is inviting applications from suitably qualified and experienced candidates to fill in the following position;

EXECUTIVE ASSISTANT

Reporting to executive director

ROLE PROFILE

The Executive Assistant to the Executive Director will be responsible for providing personalized administrative support in a professional manner, handling tasks related to the executive office’s agenda, communications, and daily operations, ensuring efficiency and confidentiality.

KEY RESPONSIBILITIES

• Act as the first point of contact for the Executive Director with internal/external clients.
• Provide high-level administrative support to Executives Director, including scheduling meetings, managing calendars, and handling correspondence
• Book and manage travel arrangements
• Develop efficient documentation and filing systems
• Handle incoming requests and queries appropriately
• Produce reports, presentations, and briefs as needed
• Assist the Executive Director in decision-making
• Support the Executive Director in managing high-priority projects, tracking milestones, and coordinating with various departments to ensure alignment with organizational goals
• Assist with the implementation of key initiatives, following up on project progress and helping resolve any bottlenecks
• Ensure that the Executive Director’s time is optimized, and the executive office runs smoothly
• Organize schedules and ensure the Executive Director’s day-to-day operations are seamless
• Manage travel, logistics calendar, and expenses (including retirement expenses) for the Executive Director’s trips, meetings, boardroom, and workshop bookings (in partnership with procurement
• Any other lawful duties that may be assigned

QUALIFICATIONS, SKILLS AND EXPERIENCE REQUIRED

Applicants must meet the following requirements:

• A bachelor’s degree in Business Administration, office management, or any other related Social Science discipline.
• Full Grade 12 Certificate.
• Excellent shorthand and typewriting skills, with speeds of 100–120 words per minute in shorthand and 55–65 words per minute in typewriting.
• A minimum of seven (7) years of relevant work experience in a secretarial, administrative, or executive support role.
• Must be a registered member of the Zambia Institute of Secretaries (ZIS).
• Must be mature, smart, well-organized, professional, and presentable, with excellent communication and interpersonal skills.
• Must be between the Ages of 32 to 45 years
• Must demonstrate a high level of confidentiality, integrity, discretion, and the ability to handle sensitive information.
• Must be able to work independently, manage competing priorities, meet deadlines, and interact professionally with senior management and other stakeholders.

• Act as the first point of contact for the Executive Director with internal/external clients.
• Provide high-level administrative support to Executives Director, including scheduling meetings, managing calendars, and handling correspondence
• Book and manage travel arrangements
• Develop efficient documentation and filing systems
• Handle incoming requests and queries appropriately
• Produce reports, presentations, and briefs as needed
• Assist the Executive Director in decision-making
• Support the Executive Director in managing high-priority projects, tracking milestones, and coordinating with various departments to ensure alignment with organizational goals
• Assist with the implementation of key initiatives, following up on project progress and helping resolve any bottlenecks
• Ensure that the Executive Director’s time is optimized, and the executive office runs smoothly
• Organize schedules and ensure the Executive Director’s day-to-day operations are seamless
• Manage travel, logistics calendar, and expenses (including retirement expenses) for the Executive Director’s trips, meetings, boardroom, and workshop bookings (in partnership with procurement
• Any other lawful duties that may be assigned

• Excellent shorthand and typewriting skills, with speeds of 100–120 words per minute in shorthand and 55–65 words per minute in typewriting.
• Must be mature, smart, well-organized, professional, and presentable, with excellent communication and interpersonal skills.
• Must demonstrate a high level of confidentiality, integrity, discretion, and the ability to handle sensitive information.
• Must be able to work independently, manage competing priorities, meet deadlines, and interact professionally with senior management and other stakeholders.

• A bachelor’s degree in Business Administration, office management, or any other related Social Science discipline.
• Full Grade 12 Certificate.
• Must be a registered member of the Zambia Institute of Secretaries (ZIS).