Executive Assistant

Job Purpose

The Executive Assistant provides high-level administrative, operational, and strategic support to the office's of The Executive Director and/or The General Manager's Office. This role serves as the primary point of contact for internal and external stakeholders, including government ministries, international donors, and community leaders. The ideal candidate manages complex schedules, coordinates high-level meetings, and handles confidential information with absolute discretion.

Key Responsibilities

1. Executive Support & Calendar Management

• Manage the National Director’s complex daily calendar, travel logistics, and meeting schedules.
• Filter and prioritize incoming emails, phone calls, and official correspondence.
• Prepare briefing materials, agendas, and presentations for high-level meetings.
• Draft official letters, memos, and certificates in alignment with standard diplomatic and NGO protocols.
• Take accurate minutes during Board and Senior Management Team (SMT) meetings.

2. Stakeholder Engagement & Communication

• Act as the liaison between the Director’s office, institutional donors and partners.
• Coordinate protocol and courtesy visits with Zambian Government Line Ministries (e.g., Ministry of Community Development, Ministry of Health).
• Manage communications with the NGO's Board of Directors and Regional/Global headquarters.
• Welcome and brief visiting international delegates and global leadership teams.

3. Operations & Project Coordination

• Track action items from SMT meetings to ensure departmental compliance and timely execution.
• Review and process internal approvals, purchase requisitions, and payment vouchers for the Director’s signature.
• Coordinate logistics for national workshops, annual general meetings, and donor field visits.
• Maintain an organized, secure, and easily retrievable physical and digital filing system.

Required Qualifications and Experience

• Bachelor’s degree in Business Administration, Public Administration, Development Studies, or a related field.
• Minimum of 3 years of experience supporting C-suite executives, preferably within the NGO or international development sector.
• Proven experience interacting with Zambian government officials and international donor agencies.

Key Competencies and Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and cloud collaboration tools.
• Exceptional written and verbal communication skills in English.
• Strong understanding of local NGO compliance, standard operating procedures, and cultural nuances.
• Ability to work independently under pressure and manage competing deadlines.
• Strict adherence to confidentiality, integrity, and ethical conduct.
• Knowledge of local languages (e.g.,Tonga, Bemba or Nyanja) is an added advantage for community stakeholder relations.