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Personal Assistant to the Director

National Arts Council of Zambia • Contract • Lusaka, Lusaka, Zambia • 1d ago

Roles and Responsibilities

The Personal Assistant will be responsible for:

• Coordinating and preparing Board and Committee meetings, including agenda setting, documentation, and follow-ups

• Recording and producing high-quality Board minutes and reports

• Providing project management support, including planning, tracking deliverables, and reporting on key initiatives

• Managing the Director’s schedule, appointments, and official engagements with discretion and efficiency

• Handling confidential correspondence and communication on behalf of the Director

. Maintaining accurate records, databases, and institutional documentation

• Supporting the integration and use of AI tools and digital systems to improve workflow, reporting, and communication

• Managing internal and external communication, including email, stakeholders, and partners

• Overseeing digital presence, including social media platforms and website updates

• Providing general executive and administrative support to the Director’s Office

Minimum Requirements

• Minimum of Grade 12 (Form V/VI) Certificate

• Diploma in Business Administration, Public Relations, Project Management, or a related field

• Minimum of 2 years’ relevant experience in an executive support role

• Demonstrated experience in Board coordination and meeting preparation

• Proven skills in project management (formal certification is an added advantage)

• Familiarity with AI tools and digital productivity platforms (e.g., document automation, scheduling tools, data management systems)

• Strong organisational, communication, and interpersonal skills

• High level of integrity and ability to handle confidential information

• Membership to a relevant professional body (e.g., Zambia Institute of Secretaries) is an added advantage

Key Competencies

• Strategic thinking and attention to detail

• Excellent writing and minute-taking skills

• Strong coordination and multitasking ability

• Digital literacy and adaptability to emerging technologies

• Professionalism and discretion

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