Executive Assistant

Agora Microfinance Zambia • Full-time • Lusaka • 4d ago

Job Overview

The Executive Assistant (EA) provides high-level administrative, strategic, and operational support to the Chief Executive Officer. The role ensures effective coordination of the CEO’s priorities, communication, stakeholder engagements, and execution of key corporate initiatives. The EA serves as a trusted gatekeeper and liaison between the CEO and internal/external stakeholders to enhance organisational efficiency and leadership effectiveness.

This will involve, amongst others, the following activities,

A. Executive Administrative Support: Manage and maintain the CEO’s calendar, appointments, meetings, and travel arrangements. Prepare briefs, meeting agendas, minutes, and follow-up action trackers. Draft, review, and manage correspondence, presentations, and official documents. Ensure the CEO is fully prepared for meetings, trips, and engagements.

B. Communication & Stakeholder Management: Serve as a primary point of contact between the CEO and internal/external stakeholders. Handle sensitive communication and information with the highest degree of confidentiality. Coordinate Board-level engagements, assist with Board meetings, and prepare documentation.

C. Strategic & Operational Support: Support the CEO in monitoring strategic projects and organisational performance indicators. Track deadlines, follow up on executive decisions, and ensure timely execution across departments. Conduct research, prepare reports, and analyse information to support executive decision-making.

D. Office & Workflow Management: Coordinate the Executive Office’s operations, ensuring smooth workflow and prioritisation. Manage documents, filing systems, and administrative protocols for the Executive Office. Liaise with departmental heads to support operational harmony and resolve bottlenecks.

E. Event, Travel & Logistics Coordination: Organise high-level meetings, conferences, site visits, and corporate events. Manage travel logistics, itineraries, visa arrangements, and reconciliations. Oversee hospitality for visiting partners, investors, and board members.

The position is permanent and pensionable.

Job Requirements

1) Bachelor’s degree in Business Administration, Public Administration, Management, or related field.

2) Minimum 3–5 years’ experience in a similar role supporting senior executives, preferably within financial services, banking, microfinance, or a corporate environment.

3) Experience preparing executive-level documents and coordinating strategic initiatives.

4) Experience in Board secretarial support is an added advantage.

5) Creative and Innovative

Key Competences

Excellent organisational and time-management skills.
Strong communication skills—written and verbal—with the ability to draft professional documents.
Ability to work under pressure, manage competing priorities, and meet tight deadlines.
High level of discretion, integrity, and confidentiality.
Strong interpersonal skills and ability to interact professionally with senior stakeholders.
Detail-oriented with strong analytical, problem-solving, and decision-making skills.
Proactive, resourceful, and able to work with minimal supervision and meet deadlines
Tech-savvy with strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
High ethical standards and professionalism.
Professional, mature, and composed under pressure.