Executive Assistant

Job Description

The Company invites applications from suitably qualified and experienced persons to fill the position of Executive Assistant in the Administration Department, based at Mansa Sugar offices in Chembe. The position reports to the Chief Executive Officer.

The successful incumbent will be responsible for providing Executive Assistance and administrative support to the Chief Executive Officer.

Key performance areas

Provides effective and efficient assistance and administrative support to the chief executive officer

Coordinates Directors’ calendar

Processing of work permits, Visa’s for Expatriates

Submission of Insurance documents

Compiles itineraries for internal and external Management

Responds to and manages internal and external requests for the Directors

Prepares correspondence including reports, letters, memos, meeting agendas and minutes

Manage travel requirements and expenses

Organises and finalises logistics for conferences and meetings, including all travel bookings and catering

Carries out general office administration duties

Promote and adhere to Mansa Sugar Limited procedures, policies and guidelines including, without limitation, those relating to QSHEC.

And any other duties assigned

Minimum specifications

Full Grade 12 Certificate

Diploma in Executive Secretarial/Office Management or related field

Bachelor’s degree in business administration/management or related field will be an added advantage

3+ Years’ experience in an Executive Assistant, Executive Secretary or office management function

Member of the Professional Secretaries Association of Zambia

Excellent communication and interpersonal skills, with the proven ability to build strong relationships

Proven track record of maintaining utmost confidentiality

Ability to work effectively and proactively under pressure within limited time constraints

Conscientious work ethic and proven ability to work efficiently and accurately and deliver high quality work

Willingness to go the extra mile and work beyond normal hours of work whenever required to do so

Exceptional planning and organizing skills and the ability to handle multiple tasks simultaneously with excellent attention to detail.

Demonstrated initiative and flexibility to adapt to developing situations

Demonstrated ability to exercise good judgement

A self-starter who is able to work independently with minimal (or no) supervision

Good command of the English language, verbal and written

Advanced proficiency with MS Office programs

Willingness to travel as and when required.

Method of Application

Should you be interested in applying for these roles, please submit your detailed CV to the Senior Human Resources Manager to The subject of your email should read: Application: Executive Assistant, respectively.

Applicants may be required to complete pre-employment checks (qualification, credit, security, background, and medical assessments) as part of the recruitment process where applicable. Should you not hear from us within 4 weeks after the closing date, please accept that your application was unsuccessful.