Personal Assistant to the CEO/CHAIRMAN (PA) Panda Africa Solutions Limited

Panda Africa is a licensed micro-finance institution that was incorporated and registered as a limited company in 2016 under Cap 388 company’s Act of the Laws of Zambia.

Our mission is to make financing accessible and affordable across Africa and the mandate is to provide tailor made affordable loans with flexible repayments to enable customers meet urgent financial needs with ease. We believe credit should be easily accessible to people. Anyone should be able to borrow as long as they have the capacity and willingness to pay back

Job Summary:

The Personal Assistant will be responsible for providing comprehensive administrative support to the CEO/Chairman. This role requires a high level of discretion, initiative, and the ability to manage multiple tasks efficiently. The ideal candidate will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail.

Key Responsibilities:

• Manage the CEO/Chairman’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Handle confidential information with the utmost discretion.
  Act as a liaison between the CEO/Chairman and internal/external stakeholders.
• Organize and coordinate meetings, including preparing agendas and taking minutes.
• Assist with personal tasks and errands as needed.

Administrative Support:

• Manage the CEO’s/Chairmans calendar, schedule meetings, and arrange appointments.
• Screen and direct phone calls and distribute correspondence.
• Prepare and edit documents, reports, and presentations.
• Handle travel arrangements, including flights and accommodation for the CEO/Chairman.

Time Management:

• Efficiency in managing the CEO’s/Chairmans schedules, including minimizing conflicts and optimizing time for important tasks and meetings.
• Percentage of meetings scheduled without conflicts.
• Percentage of tasks completed within the allotted time frame.

Communication Overview:

• Serve as the primary point of contact between the CEO/Chairman and internal/external parties.
• Draft and proofread emails, letters, and other communications on behalf of the CEO/Chairman.
• Facilitate effective communication within the executive team and across departments
• Responsiveness to emails, calls, and other communications on behalf of the CEO/Chairman.
• Accuracy in relaying messages and instructions to relevant parties.
• Feedback from the CEO and other stakeholders on the clarity and effectiveness of communication.

Organizational Skills:

• Ability to organize and prioritise tasks effectively, ensuring important deadlines are met.
• Maintenance of an organised filing system for documents and information relevant to the CEO’s/Chairmans work.
• Feedback from the CEO/Chairman on the overall organization and efficiency of support provided.

Confidentiality and Discretion:

• Adherence to confidentiality guidelines and policies when handling sensitive information.
• Incidents of breach of confidentiality (ideally should be zero).
• Feedback from the CEO/Chairman on the level of trust and discretion exhibited in handling confidential matters.
• Problem-Solving and Initiative:
• Ability to anticipate the CEO’s/Chairmans needs and proactively address them.
• Instances of successfully resolving issues or challenges without direct involvement from the CEO/Chairman.
• Feedback from the CEO/Chairman on the level of initiative and problem-solving skills demonstrated.
  Meeting Coordination:
• Plan and coordinate meetings, conferences, and events.
• Prepare meeting agendas, take minutes, and distribute them promptly.
• Follow up on action items and ensure deadlines are met

Professional Development:

• Participation in relevant training and development programs to enhance skills and knowledge.
• Completion of professional development goals or milestones.
• Feedback from the CEO/Chairman on the improvement and growth observed over time.

Stakeholder Management:

• Effectiveness in managing relationships with internal and external stakeholders on behalf of the CEO/Chairman.
• Feedback from stakeholders on the quality of assistance and support provided.
• Number of positive stakeholder interactions or feedback received.

Adaptability:

• Ability to adapt to changes in priorities, schedules, or responsibilities.
• Instances of successfully managing unexpected situations or crises.
• Feedback from the CEO/Chairman on the flexibility and adaptability demonstrated in various situations.

Goal Alignment:

• Alignment of personal assistant’s goals and objectives with the CEO’s/Chairmans priorities and strategic objectives.
• Regular review of performance against these aligned goals.
• Feedback from the CEO/Chairmans on the contribution of the personal assistant towards achieving organisational goals.

Feedback and Satisfaction:

• Regular feedback sessions with the CEO/Chairman to discuss performance, challenges, and areas for improvement.
• Overall satisfaction rating from the CEO and other relevant stakeholders.
• Implementation of feedback and demonstrated improvement over time.

Personal Attributes:

• Dependable: Reliable and consistent in attendance and performance.
• Proactive: Takes initiative and anticipates the needs of the CEO/Chairman.
• Detail-Oriented: Pays attention to details and ensures accuracy in work.
• Flexible: Able to adapt to changing priorities and work under pressure.

Interpersonal Skills:

• Builds positive relationships and works well with others.
• Conduct research and compile data to support decision-making.
• Manage special projects and initiatives as assigned.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Proven experience as a Personal Assistant, Executive Assistant, or similar role.
• Exceptional organisational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritise effectively.
• High level of discretion and confidentiality.
• Professional demeanour and strong interpersonal skills.
• Ability to work independently and as part of a team.

Benefits:

• Competitive salary and benefits package.
• Opportunities for professional development and career growth.
• A supportive and collaborative work environment.

Panda Africa Solutions Limited is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.