Personal Assistant - Plant Director's Office

A personal assistant (PA), sometimes called the Executive Secretary or Personal/Private Secretary, works closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. Personal Assistants (PAs) often act as the Director’s first point of contact with people from both inside and outside the organization.

• Devising and maintaining office systems, including data management and filing.
• Arranging travel, visa and accommodation; and occasionally traveling with the director to take notes or dictations at meetings or to provide general assistant during presentations.
• Screening phone calls, inquiries and requests, and handling them when appropriate.
• Drafting and typing Memoranda, Letters and any other communication.
• Responsible for maintaining a sound filing system for correspondence and other documents held in the office of the Plant Director.
• Receiving, recording, monitoring and co-coordinating business correspondence.
• Receiving and screening of visitors
• Screening and re-routing business and personal telephone calls appropriately
• Fixing appointments for the Plant Director.
• Scanning/Photocopying copies for Plant Director’s Office.
• General office management.
• Any other duties as assigned by the Assistant Director.
• Grade twelve (12) School Certificate or Equivalent
• Member of the Professional Secretaries Association of Zambia will be an added advantage.

• Good communication skills

  Leadership ability and strong management skills.

  Good data gathering and analysis skills.

  Baseline problem analysis and solving skills.

  Creativity and an ability to think out of the box.

  Ability in the use of MS Office
•  
• Minimum Typing Speed 45/55 wpm and Shorthand speeds 90/100 wpm
• Bachelor’s degree/Diploma in Secretarial/Management Studies/Business Studies/Social Science will be an added advantage.
•