The Zambia Institute for Policy Analysis and Research (ZIPAR) Zambia’s premier think tank, is recognized for its influence in shaping socio-economic policies in Zambia. Committed to policy research, dialogue, advocacy, and capacity building, ZIPAR plays a vital role in the nation’s economic landscape. To enhance the office of the Executive Director and ensure seamless stakeholder engagement in fostering evidence-based policies, ZIPAR is seeking a dynamic and highly skilled individual to fill the role of Personal Assistant to the Executive Director.

Job Purpose

The Personal Assistant to the Executive Director is tasked with providing high-level technical and administrative support to ensure the optimal functioning of the Executive Director’s office. In this demanding role, the incumbent will work closely with the Executive Director, ZIPAR Board, Management, and key stakeholders, both locally and internationally, including donors, government ministries, and implementing partners. The role requires a professional who can handle sensitive, confidential, and strategic matters with discretion, while ensuring the efficient management of the Executive Director’s responsibilities.

Duties and Responsibilities

In accordance with the principles of the Chartered Governance framework, the Personal Assistant will be expected to:

a) Governance Support:

• Prepare and coordinate Board papers, committee reports, and relevant materials for ZIPAR’s governance structure.
• Act as the liaison for the Executive Director in matters pertaining to the Board and Board committees, ensuring all governance processes adhere to regulatory standards and best practices.
• Provide secretarial support to Board and Board committees, including taking minutes, drafting resolutions, and monitoring follow-up actions.

b) Executive Office Management:

• Manage the Executive Director’s diary, scheduling appointments and engagements with key stakeholders, and prioritizing urgent matters.
• Ensure all the Executive Director’s documents, reports, and presentations are meticulously prepared, formatted, and reviewed for quality and accuracy.
• Oversee email, correspondence, and file management, ensuring confidentiality and timely responses to inquiries.

c) Stakeholder Engagement:

• Maintain a comprehensive stakeholder database and manage all relationships with internal and external partners through effective use of CRM systems.
• Handle all correspondence with a customer-centric approach, ensuring ZIPAR’s strategic partners and stakeholders receive timely and professional communication.
• Prepare background briefings, bios, and relevant materials for meetings and engagements with new stakeholders.

d) Administrative Coordination:

• Develop, implement, and manage administrative processes and procedures to ensure the efficient operation of the Executive Director’s office.
• Organize travel and monitor budgets to optimize the use of the Executive Director’s time and resources.
• Support the collation and preparation of Board reports, maintaining compliance with ZIPAR’s policies and governance guidelines.

e) Meeting and Event Support:

• Coordinate and support Board and Executive Committee meetings, including drafting agendas, ensuring quorum, managing resolutions, and maintaining the integrity of records.
• Prepare and distribute minutes of meetings and follow up on action points to ensure timely implementation.
• Organize events, meetings, and conferences on behalf of the Executive Director, ensuring high-level professionalism in all arrangements.

Required Attributes and Competences

• Demonstrated experience in providing high-level governance and management secretarial support, including managing Board processes.
• Exceptional organizational, time management, and multitasking skills to handle a high-volume workload with competing priorities.
• Strong interpersonal skills with the ability to communicate effectively across a range of senior stakeholders.
• High proficiency in Microsoft Office Suite, particularly in MS Word, Excel, and PowerPoint, along with experience using CRM and governance software.
• Excellent written and verbal communication skills, with the ability to draft and edit high-quality reports, correspondence, and briefing documents.
• Capacity to handle confidential and commercially sensitive material with maturity, discretion, and sound judgment.
• Ability to work under pressure, meet tight deadlines, and manage multiple priorities in a fast-paced environment.

Qualifications and Experience

• Grade 12 Certificate or equivalent.
• Bachelor’s Degree in Business Administration, Public Administration, Communications, Human Resources, Commerce, Economics, or a related field.
• At least 5 years of experience in an executive administrative role, including experience with Board secretariat functions.
• Demonstrated experience in governance processes and a strong understanding of Board and committee operations.
• Proven experience in delivering high-quality administrative and office support services.