Executive Assistant

TOBACCO BOARD OF ZAMBIA

EMPLOYMENT OPPORTUNITY

Tobacco Board of Zambia (TBZ) was established in 1968 by an Act of Parliament, with the primary mandate being to regulate, promote, protect and facilitate tobacco production and marketing; and to provide guidance to all tobacco stakeholders in the industry through enforcement of the Tobacco Act Number 10 of 2022.

TBZ is seeking a highly experienced Executive Assistant to support the Executive Director’s Office.

In order to achieve its mandate, TBZ seeks the services of committed, vibrant, innovative, and strategically focused and business-oriented Zambian nationals to fill the following vacant position.

POSITION DETAILS

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Job TitleExecutive Assistant

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Reporting ToExecutive Director

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SectionExecutive

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DepartmentAdministration

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LocationHead Office

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GradeTBZ4

JOB MAIN PURPOSE

To provide professional administrative support to the Executive Director’s office to allow the Director maximum focus on the governance operations and strategic workload of the Board.

JOB CONTRIBUTION TO THE CORE MANDATE

The job contributes to TBZ’s core regulatory mandate by maintaining the efficiency of the highest office, through direct support towards management of information flow, optimize the Director’s time usage, and ensure seamless coordination of executive functions.

MAIN JOB ACCOUNTABILITIES

Key Job Outputs
Job Output Description
Key Receiver
KPIs

• Callers and Visitors Managed

Welcoming visitors and telephone inquiries, filtering assistance provided or accurate messages delivered promptly.
Executive Director, Visitors, Callers
Call/visitor resolution time; message accuracy rate.

• Incoming Mail Triage Completed

Incoming correspondence screened, prioritized and efficiently routed to the Director or correct department.
Executive Director, All Departments
Mail processing time; percentage accuracy of routing.

• Documents Produced

Correspondence and reports formatted, typed, proofread and finalized according to required specifications.
Executive Director, Senior Management
Document turnaround time; quality/accuracy rating.

• Filing System Maintained

Correspondence and records organized, secured and readily available for retrieval by authorized personnel.
Executive Director, Audit Team
File retrieval time; audit compliance score for records.

• Executive Diary Coordinated

Appointments scheduled, calendars updated and proactive reminders issued for all impending events and deadlines.
Executive Director
Zero missed appointments or deadlines due to scheduling errors.

• Client Enquiries Handled

General information requests from clients addressed using established procedures and information resources.
External Clients, Stakeholders
Same-day resolution for general queries; client satisfaction rating.

• Management Meetings Facilitated

Meetings scheduled, logistics supported, administrative tasks completed and outcomes tracked.
Executive Director, Management Team
Meeting start-time adherence.