Background information about the job or company (e.g., role context, company overview)

The Zambia Red Cross Society (ZRCS) is a Humanitarian Organization established in 1966 by an Act of Parliament CAP 307 of the laws of Zambia as an auxiliary institution that augments government’s efforts in developmental works and humanitarian assistance. ZRCS is part of the International Federation of the Red Cross and Red Crescent Societies (IFRC). In line with its mandate, ZRCS partners with the Government of the Republic of Zambia in responding to both man-made and natural disasters, including epidemics.

ZRCS is a dynamic and growing Humanitarian Organization committed to delivering top-quality services to our communities. ZRCS is seeking to engage a dedicated, self-motivated and detail oriented Personal Assistant to the Secretary General to join our ZRCS Administration Team.

Job Summary

The Personal Assistant shall provide high-level, confidential administrative support to the office of the Secretary General and shall perform clerical, administrative functions and scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members and shall set up the organisation conference room or board room for important meetings and assisting with creating outgoing correspondence

Responsibilities or duties

Coordination and Correspondence

• Ensures all in coming and out going mails are properly coordinated and responded to accordingly and all meeting dates and appoints are properly scheduled and attended to accordingly.
• Maintain the SGs calendar of activities and ensure proper coordination
• Ensure Meeting for the Board are properly coordinated
• Organize and manage the filing system, both paper-based and scanned e-files.
• Take dictation during the board meeting and from SG.
• Set up appointments and hold schedule of meetings and appointments for SG.
• Gather all the needed data and prep information for all appointments.
• Take notes at key meetings and follow up with attendees on key deliverables.
• Keep a master chart/list/calendar of all stakeholders, shareholders and deadlines and set reminders.
• Help to streamline the filing, sorting, and systematizing work flow.
• Get, open, sort, forward and handle all mail.
• All papers and presentations of the meeting properly arranged and put in place for all planned meetings

Liaise with Board Members

He/She shall also interact with the board members to ascertain and schedule the required meetings from time to time

• Ensure board meeting are properly scheduled and communicated.
• Ensure logistics of board meetings are properly handled
• Ensure materials for review prior to the meetings are timely sent out.
• Taking and distributing notes and fielding general queries from board members

• Ensures all in coming and out going mails are properly coordinated and responded to accordingly and all meeting dates and appoints are properly scheduled and attended to accordingly.
• Maintain the SGs calendar of activities and ensure proper coordination
• Ensure Meeting for the Board are properly coordinated
• Organize and manage the filing system, both paper-based and scanned e-files.
• Take dictation during the board meeting and from SG.
• Set up appointments and hold schedule of meetings and appointments for SG.
• Gather all the needed data and prep information for all appointments.
• Take notes at key meetings and follow up with attendees on key deliverables.
• Keep a master chart/list/calendar of all stakeholders, shareholders and deadlines and set reminders.
• Help to streamline the filing, sorting, and systematizing work flow.
• Get, open, sort, forward and handle all mail.
• All papers and presentations of the meeting properly arranged and put in place for all planned meetings
• Ensure board meeting are properly scheduled and communicated.
• Ensure logistics of board meetings are properly handled
• Ensure materials for review prior to the meetings are timely sent out.
• Taking and distributing notes and fielding general queries from board members