OVERALL JOB PURPOSE

To render high-level confidential support to the Managing Partner by providing full secretarial and administrative service, ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.

Key Responsibilities

• Acts as a first point of contact dealing with correspondence and phone calls for the Managing Partner.
• Proactively manages and coordinates the diary of the Managing Partner by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Plans and organises travel and accommodation when required.
• Maintains effective filing and data storage including emails and retrieval systems ensuring the needs of the Managing Partner are met.
• Provides full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Managing Partner.
• Provides support for Board of Partners' meetings by ensuring such meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, taking minutes and following up action points.
• Supports the Managing Partner to keep the Board of Partners informed about the work of the organisation and their appropriate training and induction.
• Services meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes, and following up on action points.
• Plans and manages key organisational events such as AGM, Staff and Partners conferences, Staff briefings and others as required.

Other Duties

• Develops skills and undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of the organisation.
• Ensures that work is carried out in accordance with PKF Zambia's values, policies and procedures.
• Participates and contributes to organisational/team meetings as required.
• Provides reports for senior management as required.
• Undertakes any other appropriate duties as required to support the Managing Partner to enable them to fulfil their role.
• Carries out all the duties with high regard for confidentiality.
• Performs any other duties relevant to the needs of the organisation and as directed.

Education and Training

• Bachelor of Business Administration or similar qualifications.
• Experience working within a professional firm of accountants and business advisors.

Job Experience and Skills

• Previous experience working at the Executive level
• Shorthand minute-taking
• Experience working with a Board of Partners or Directors

• Acts as a first point of contact dealing with correspondence and phone calls for the Managing Partner.
• Proactively manages and coordinates the diary of the Managing Partner by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Plans and organises travel and accommodation when required.
• Maintains effective filing and data storage including emails and retrieval systems ensuring the needs of the Managing Partner are met.
• Provides full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Managing Partner.
• Provides support for Board of Partners' meetings by ensuring such meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, taking minutes and following up action points.
• Supports the Managing Partner to keep the Board of Partners informed about the work of the organisation and their appropriate training and induction.
• Services meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes, and following up on action points.
• Plans and manages key organisational events such as AGM, Staff and Partners conferences, Staff briefings and others as required.
• Develops skills and undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of the organisation.
• Ensures that work is carried out in accordance with PKF Zambia's values, policies and procedures.
• Participates and contributes to organisational/team meetings as required.
• Provides reports for senior management as required.
• Undertakes any other appropriate duties as required to support the Managing Partner to enable them to fulfil their role.
• Carries out all the duties with high regard for confidentiality.
• Performs any other duties relevant to the needs of the organisation and as directed.

• Shorthand minute-taking
• Experience working with a Board of Partners or Directors

• Bachelor of Business Administration or similar qualifications
• Experience working within a professional firm of accountants and business advisors
• Previous experience working at the Executive level