Executive Secretary
2025-07-02T09:45:49+00:00
Madison Life Insurance Company Limited
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http://www.mlife.co.zm/
FULL_TIME
Lusaka
Lusaka
10101
Zambia
Insurance
Executive director
2025-07-10T17:00:00+00:00
Zambia
8
KEY QUALIFICATIONS, SKILLS, QUALITIES & COMPETENCIES
- Full Grade 12 Certificate with credits or better in English and Mathematics
- Bachelor’s Degree in Business Administration, Business Studies, Public Administration or any equivalent qualification
- Minimum Typing Speed 45/55 wpm and Shorthand speeds 90/100 wpm
- A minimum of 5 years’ experience in an Executive Secretarial or Senior Administrative role
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software
- Excellent communication skills – both written and verbal
- Strong organizational, time management and problem-solving abilities
- Demonstrated leadership skills with the ability to work independently and as part of a team
- Highly disciplined with a professional demeanor and discretion
- Effective multitasking and prioritization capabilities
- Proven ability to provide high-level administrative and executive suppor
- Exceptional organizational, time management, and problem-solving abilities
- Fully paid-up Member of the Professional Secretaries Association of Zambia
KEY RESPONSIBILITIES
In consultation with the Managing Director the role is responsible for but not limited to the following:
Administrative Support
Manage the Managing Director’s calendar, including meetings, appointments, and travel logistics
Draft, edit, and proofread executive correspondence, reports, presentations, and related documents
Support recruitment activities for junior administrative staff (e.g. temporary hires) and assist in contract renewals and data compilation
Maintain well-organized electronic and physical filing systems for easy document retrieval
Communication
Screen and route incoming calls, emails, and correspondence to appropriate departments
Liaise professionally with internal departments, stakeholders, and external partners on behalf of the Managing Director
Assist in formatting and editing of Board papers and ensure timely secretarial support for meetings
Prepare and distribute accurate meeting minutes and track follow-up actions
Office Management
Monitor and maintain office supplies and equipment for the executive office
Ensure administrative staff are equipped with necessary resources (stationery, equipment, etc.)
Coordinate logistics for executive meetings, events, and conferences
Oversee quarterly performance appraisals for administrative staff
Ensure expenditure on supplies and office needs are within the approved budget
Confidentiality and Discretion
Handle and store confidential documents securely
Maintain strict confidentiality in all dealings with executives and sensitive company information
Reporting and Coordination
Prepare reports, presentations, briefing notes, and related materials
Track action items and ensure timely completion of follow-ups
Assist in compiling data for budgets, forecasts, and periodic reports
Perform any other duties as assigned by the Supervisor
In consultation with the Managing Director the role is responsible for but not limited to the following: Administrative Support Manage the Managing Director’s calendar, including meetings, appointments, and travel logistics Draft, edit, and proofread executive correspondence, reports, presentations, and related documents Support recruitment activities for junior administrative staff (e.g. temporary hires) and assist in contract renewals and data compilation Maintain well-organized electronic and physical filing systems for easy document retrieval Communication Screen and route incoming calls, emails, and correspondence to appropriate departments Liaise professionally with internal departments, stakeholders, and external partners on behalf of the Managing Director Assist in formatting and editing of Board papers and ensure timely secretarial support for meetings Prepare and distribute accurate meeting minutes and track follow-up actions Office Management Monitor and maintain office supplies and equipment for the executive office Ensure administrative staff are equipped with necessary resources (stationery, equipment, etc.) Coordinate logistics for executive meetings, events, and conferences Oversee quarterly performance appraisals for administrative staff Ensure expenditure on supplies and office needs are within the approved budget Confidentiality and Discretion Handle and store confidential documents securely Maintain strict confidentiality in all dealings with executives and sensitive company information Reporting and Coordination Prepare reports, presentations, briefing notes, and related materials Track action items and ensure timely completion of follow-ups Assist in compiling data for budgets, forecasts, and periodic reports Perform any other duties as assigned by the Supervisor
Full Grade 12 Certificate with credits or better in English and Mathematics Bachelor’s Degree in Business Administration, Business Studies, Public Administration or any equivalent qualification Minimum Typing Speed 45/55 wpm and Shorthand speeds 90/100 wpm A minimum of 5 years’ experience in an Executive Secretarial or Senior Administrative role Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software Excellent communication skills – both written and verbal Strong organizational, time management and problem-solving abilities Demonstrated leadership skills with the ability to work independently and as part of a team Highly disciplined with a professional demeanor and discretion Effective multitasking and prioritization capabilities Proven ability to provide high-level administrative and executive suppor Exceptional organizational, time management, and problem-solving abilities Fully paid-up Member of the Professional Secretaries Association of Zambia
Full Grade 12 Certificate with credits or better in English and Mathematics Bachelor’s Degree in Business Administration, Business Studies, Public Administration or any equivalent qualification Minimum Typing Speed 45/55 wpm and Shorthand speeds 90/100 wpm A minimum of 5 years’ experience in an Executive Secretarial or Senior Administrative role Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software Excellent communication skills – both written and verbal Strong organizational, time management and problem-solving abilities Demonstrated leadership skills with the ability to work independently and as part of a team Highly disciplined with a professional demeanor and discretion Effective multitasking and prioritization capabilities Proven ability to provide high-level administrative and executive suppor Exceptional organizational, time management, and problem-solving abilities Fully paid-up Member of the Professional Secretaries Association of Zambia
JOB-6864ffcdb68a8
Vacancy title:
Executive Secretary
[Type: FULL_TIME, Industry: Insurance, Category: Executive director]
Jobs at:
Madison Life Insurance Company Limited
Deadline of this Job:
Thursday, July 10 2025
Duty Station:
Lusaka | Lusaka | Zambia
Summary
Date Posted: Wednesday, July 2 2025, Base Salary: Not Disclosed
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JOB DETAILS:
KEY QUALIFICATIONS, SKILLS, QUALITIES & COMPETENCIES
- Full Grade 12 Certificate with credits or better in English and Mathematics
- Bachelor’s Degree in Business Administration, Business Studies, Public Administration or any equivalent qualification
- Minimum Typing Speed 45/55 wpm and Shorthand speeds 90/100 wpm
- A minimum of 5 years’ experience in an Executive Secretarial or Senior Administrative role
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software
- Excellent communication skills – both written and verbal
- Strong organizational, time management and problem-solving abilities
- Demonstrated leadership skills with the ability to work independently and as part of a team
- Highly disciplined with a professional demeanor and discretion
- Effective multitasking and prioritization capabilities
- Proven ability to provide high-level administrative and executive suppor
- Exceptional organizational, time management, and problem-solving abilities
- Fully paid-up Member of the Professional Secretaries Association of Zambia
KEY RESPONSIBILITIES
In consultation with the Managing Director the role is responsible for but not limited to the following:
Administrative Support
Manage the Managing Director’s calendar, including meetings, appointments, and travel logistics
Draft, edit, and proofread executive correspondence, reports, presentations, and related documents
Support recruitment activities for junior administrative staff (e.g. temporary hires) and assist in contract renewals and data compilation
Maintain well-organized electronic and physical filing systems for easy document retrieval
Communication
Screen and route incoming calls, emails, and correspondence to appropriate departments
Liaise professionally with internal departments, stakeholders, and external partners on behalf of the Managing Director
Assist in formatting and editing of Board papers and ensure timely secretarial support for meetings
Prepare and distribute accurate meeting minutes and track follow-up actions
Office Management
Monitor and maintain office supplies and equipment for the executive office
Ensure administrative staff are equipped with necessary resources (stationery, equipment, etc.)
Coordinate logistics for executive meetings, events, and conferences
Oversee quarterly performance appraisals for administrative staff
Ensure expenditure on supplies and office needs are within the approved budget
Confidentiality and Discretion
Handle and store confidential documents securely
Maintain strict confidentiality in all dealings with executives and sensitive company information
Reporting and Coordination
Prepare reports, presentations, briefing notes, and related materials
Track action items and ensure timely completion of follow-ups
Assist in compiling data for budgets, forecasts, and periodic reports
Perform any other duties as assigned by the Supervisor
Work Hours: 8
Experience in Months: 60
Level of Education: bachelor degree
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