JOB TITLE: PERSONAL ASSISTANT TO THE VICE-CHANCELLOR (01Position)
PURPOSE:
To provide a comprehensive, proactive and confidential executive support service to the Vice-Chancellor and delivering a highly professional standard of work, with a particular focus on effective management of diaries, internal and external communications, while demonstrating initiative and sound judgement.
The Personal Assistant will frequently represent the point-of-contact between the Vice-Chancellor’s Office and a wide range of high profile internal and external clients.
RESPONSIBILITIES:
a. Drafts various correspondence; producing letters, papers, minutes, reports and other documentation to the highest standards of presentation as well as developing templates as required using relevant applications and software;
b. Prioritise, initiates, responds to and redirect where necessary internal and external communications (including emails, letters and telephone calls) and arranges for other members of staff to represent the Vice-Chancellor when necessary;
c. Ensures correspondence is processed in a timely manner, balancing the need of both accuracy and speed of production;
d. Liaises with Schools, Institutes, Directorates and other Units across the University, developing productive relationships to facilitate effective communication and dissemination of information;
e. Handles information of a personal, private or commercially sensitive nature with complete confidentiality;
f. Develops and maintains appropriate filing systems in a manner that ensures consistency and ease of access for all staff in the Vice-Chancellor’s office;
g. Researches and briefs the Vice-Chancellor on a variety of portfolio matters, advising and providing relevant information as appropriate to support appropriate responses that may need to be provided;
h. Maintains a comprehensive and dynamic diary of appointments – arranging meetings and balancing competing priorities, ensuring the degree of flexibility and responsiveness required within a busy schedule;
i. Maintains a detailed calendar of priorities, deadlines and key events and proactively advise on impending deadlines;
j. Liaises between members of the executive management and other senior officers, administrative and academic departments and external bodies, ensuring effective communication;
k. Makes travel arrangements, drawing up itineraries, arranging accommodation, liaising with host organisations within and outside the country
QUALIFICATIONS:
1. Grade Twelve (12) School Certificate or its equivalent.
2. Bachelor’s degree in any Social Sciences or Business related field.
3. Minimum of a Personal Secretary Certificate.
4. Advanced Secretarial Certificate or Diploma with Typing speed of 65 words per minute and shorthand speed of 110/120 words per minute and certificate in Management Development for Executive Assistants or its equivalent would be an added advantage.
5. At least ten (10) years overall secretarial work experience of which at least five (5) years must be experience of managing an executive office.
OTHER ATTRIBUTES:
1. Strong organisation and communication skills, written and verbal.
2. Excellent grammar and proof reading skills.
3. Proficient in Microsoft Office (Word, Excel, PowerPoint) and other related software.
4. Working knowledge of office machinery (computer, printers, fax and photocopying machine, etc.)
5. Pleasant attitude, self-motivated, service-oriented approach
6. A wide exposure (locally and internationally), broad knowledge in a high level office environment would be an added advantage.
7. High level of emotional stability.
APPLICATION PROCESS:
Only candidates who meet the specified requirements should apply to the address indicated below, enclosing their detailed Curriculum Vitae, copies of educational certificates and names and addresses of three traceable references.
Applications to be sent to: The Registrar
University of Zambia
P O Box 32379
Lusaka
Closing date: 23rd June 2017. Only short-listed candidates will be contacted. The University of Zambia is an Equal Opportunity Employer.