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 Job Title: Executive Assistant Reporting To: Executive Director Section: Executive Department: Administration Location: Head Office Grade: TBZ4 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 1. 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. 2. 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. 3. Documents Produced Correspondence and reports formatted, typed, proofread and finalized according to required specifications.