Position Overview
We are seeking a highly organized, proactive, and trustworthy Executive Assistant to support the CEO of a fast-growing manufacturing startup in Lusaka. This role combines executive support, personal assistance, operational coordination, and social media management. The ideal candidate will act as a strategic partner to the CEO, ensuring both business and personal priorities are managed efficiently.
Key Responsibilities
Executive Assistance
- Manage the CEO’s calendar, appointments, meetings, and travel arrangements.
- Screen, prioritize, and respond to messages and correspondence.
- Prepare reports, presentations, agendas, meeting minutes, and business documents.
- Coordinate communication between the CEO, employees, clients, suppliers, and partners.
- Track projects, deadlines, and follow-up actions.
- Conduct research and prepare briefing materials for meetings and business decisions.
- Handle confidential information with discretion and professionalism.
Personal Assistance
- Manage personal appointments, schedules, and reminders.
- Coordinate personal travel, accommodation, transportation, and itineraries.
- Assist with personal errands, purchases, reservations, and event planning.
- Organize personal documents and records.
- Manage gift purchases, special occasions, and family-related scheduling when required.
- Support work-life balance by coordinating personal and professional commitments.
- Handle sensitive personal matters with complete confidentiality.
Manufacturing & Operations Support
- Assist with administrative tasks related to production, procurement, inventory, and supplier management.
- Coordinate with teams and vendors to ensure smooth operations.
- Monitor project timelines and operational reports.
- Maintain organized records of contracts, quotations, and operational documents.
- Support process improvement initiatives and business growth projects.
Social Media Management
- Create, schedule, and publish content across LinkedIn, Instagram, Facebook, X (Twitter), and other relevant platforms.
- Manage the CEO’s personal brand and professional online presence.
- Develop content highlighting company achievements, capabilities, products, industry trends, and leadership insights.
- Maintain a content calendar and posting schedule.
- Monitor engagement and respond to messages and comments as appropriate.
- Analyze performance metrics and prepare monthly social media reports.
- Coordinate with graphic designers, photographers, and marketing partners when needed.
Communication & Relationship Management
- Serve as a liaison between the CEO and key stakeholders.
- Draft professional emails, announcements, proposals, and correspondence.
- Ensure timely follow-up on commitments and action items.
- Maintain positive relationships with clients, suppliers, investors, and business partners.
Qualifications
- Bachelor degree in Business Administration or similar degree
- Proven experience as an Executive Assistant or similar role.
- Experience supporting senior executives or founders is highly preferred.
- Strong organizational, time-management, and multitasking skills.
- Excellent written and verbal communication skills.
- Experience with social media management and content creation.
- Proficiency in Microsoft Excel, PowerPoint, Google Workspace, Zoom, and project management tools.
- Ability to work independently and proactively solve problems.
- High level of integrity, discretion, and confidentiality.
Preferred Skills
- Experience in manufacturing, operations, or supply chain environments.
- Canva or basic graphic design skills.
- Familiarity with CRM systems and project management platforms.
- Digital marketing and personal branding experience.
- Event planning and travel coordination experience.
Key Success Metrics
- Efficient management of the CEO’s business and personal schedules.
- Timely completion of tasks and projects.
- Strong communication and stakeholder coordination.
- Growth in social media engagement and online visibility.
- Effective handling of confidential and sensitive matters.
- Ability to anticipate needs and proactively provide solutions.
Position Type: Part-time
Reports To: CEO
Location: Lusaka
Ideal Candidate Profile: A resourceful, detail-oriented professional who can seamlessly manage executive, operational, social media, and personal responsibilities while serving as a trusted right hand to the CEO.
Please submit a cover letter and CV. Applications without a cover letter will not be reviewed.
