Executive Assistant ZCAS University

REPORTS TO: DEPUTY VICE CHANCELLOR

1. JOB PURPOSE

To provide administrative and other related services to the office of the Deputy Vice
Chancellor (DVC) in order to enhance the efficiency and effectiveness of the office.

2. MAIN DUTIES

i. Drafts a variety of correspondence, letters, memoranda, reports, contracts,
agreements of confidential and non-confidential nature for the approval of the
supervisor.

ii. Drafts letters on routine matters based on precedence for approval of the
Supervisor.

iii. Receives and filters in-coming phones, screens visitors, from within and
outside the University.

iv. Handles visitors, queries and correspondence in the absence of the supervisor
and directs the correspondence or visitors to the appropriate offices for action.

v. Plans for, schedules, and makes travel arrangements for Deputy Vice
Chancellor.

vi. Maintains a chronological order of all correspondence, minutes, letters,
reports, and related documents to facilitate records, reference and ease
retrieval.

vii. Ensures the office has adequate stocks for hospitality basis at all times.

viii. Maintains a smart office layout befitting the corporate image of the Deputy
Vice Chancellor’s office.

ix. Maintains leave database management up to date for the Deputy Vice
Chancellor and the Direct Reports to the DVC.

3. QUALIFICATIONS AND EXPERIENCE

i. Grade 12 School Certificate with Five O’Levels including English and
Mathematics.

ii. Degree in Business Management or related field.

iii. A Master’s Degree in Business Management or related field will be an added
advantage.

iv. At least Five (5) years of relevant work experience preferably gained from a
higher learning Institution or reputable organization working closely with both
academic and administrative staff.

v. Membership of any Professional Association in Zambia or abroad

4. DESIRABLE SKILLSATIONS AND EXPERIENCE

i. Excellent IT and Microsoft office skills (Word, Excel, Power Point and
Access)

ii. Strong oral and written communication, report writing and presentation skills.

iii. Public and Human Relations.

iv. Good personal presentation.

v. Document management and filing skills.

vi. Records and archive management skills.

5. PERSONAL ATTRIBUTES

i. Presentable and neat with capacity to pay attention to detail.

ii. High levels of integrity, confidentiality and self-initiative.

iii. Ability to work with highly diverse and professional teams.

iv. Disciplined and Responsiveness.

The position applied for should be clearly stated in the application letter and marked on the
envelope.