About the Organisation

The Zambia Institute of Secretaries (ZIS) is a statutory professional body established under the Zambia Institute of Secretaries Act No. 19 of 2022 to register and regulate the secretarial profession in Zambia. ZIS invites applications from suitably qualified, competent and experienced Zambians for the position of Personal Assistant.

The Role

The successful candidate will provide professional and confidential secretarial and administrative support, including correspondence, records management, scheduling and daily office operations.

Overall Responsibility

• Provide professional and confidential secretarial and administrative support to ensure efficient daily office operations.
• Manage correspondence, records, schedules and routine office documentation with accuracy and discretion.
• Support meeting coordination, minute-taking, transcription and preparation of official documents.
• Maintain organised records and ensure information is handled with confidentiality, integrity and professionalism.

Qualifications and Experience

• Diploma in Secretarial Studies and Office Management, Business Administration or a related field. A relevant Bachelor’s Degree is an added advantage.
• At least five (5) years’ relevant secretarial or administrative experience, preferably in a professional or institutional environment.
• Typing/shorthand speed of at least 55/100 words per minute with high accuracy.
• Full Grade 12 Certificate with five ‘O’ Levels with credits or better.
• Membership of the Zambia Institute of Secretaries.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Strong minute-taking, transcription, document preparation and records-management skills.
• Excellent communication, organisation and interpersonal skills.
• Demonstrated confidentiality, integrity, reliability and attention to detail.
• Ability to work independently and effectively as part of a team.

How to Apply

Submit a cover letter clearly indicating the position applied for, a detailed and updated Curriculum Vitae, and copies of relevant academic and professional qualifications.

Applications may be addressed and delivered to:

The President
Zambia Institute of Secretaries
P O Box 32102
Room 122, First Floor
Workers’ Compensation House
LUSAKA

Alternatively, email the application in ONE PDF form to zambiainstituteofsecretaries4@gmail.com or info@zis.org.zm.

Canvassing or solicitation in any form will lead to automatic disqualification.

Application deadline: 13 October 2026 at 17:00 hours. Late applications will not be considered.

Only shortlisted candidates will be contacted.

ZIS is an equal opportunity employer committed to fair, transparent and merit-based recruitment. Applications will be considered objectively based on qualifications, competencies, experience and suitability for the position.

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About the Role

We are looking for a motivated and professional Secretary Intern to join our team.

This is a paid internship suitable for recent graduates and final-year students studying through distance learning or part-time programmes.

Requirements

• Have a Diploma or Degree in Business Administration, Secretarial Studies, or a related field.
• Are recent graduates or in their final year of study.
• Are available to work during normal working hours.
• Have good Microsoft Office & Google Workspace skills.
• Have strong communication and organisational skills.
• Are professional, reliable, punctual, and willing to learn.
• Can work independently and as part of a team.
• Are comfortable working in a construction and project-based environment.
• Previous office, secretarial, administrative, or construction experience is an added advantage.

Key Responsibilities

The intern will assist with:

• General office and administrative duties.
• Preparing, typing, filing, and organising documents.
• Managing emails, calls, appointments, and correspondence.
• Preparing meeting minutes and reports.
• Maintaining company and project records.
• Assisting with quotations, invoices, procurement, and project documentation.
• Communicating with clients, suppliers, contractors, and site teams.
• Providing administrative support to management and other departments.

What We Offer

• Paid internship.
• Hands-on experience in a construction company.
• Exposure to project and business administration.
• Professional development and mentorship.
• Potential future employment based on performance and business requirements.

How to Apply

Interested candidates should apply by completing the online application form using the link below.

Please ensure that all information provided is accurate and that your CV is uploaded as part of the application.

Application Deadline: 27 September 2026

Note: Only shortlisted candidates will be contacted.

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Readvertised Job Advertisement

The Zambia International Trade Fair Trust (ZITFT), an institution mandated to promote trade, investment and economic development through exhibitions and related activities, invites applications from suitably qualified, experienced and highly organised individuals for the position of Personal Assistant to the Chief Executive Officer.

Principal Accountabilities (Main Duties)

1. Undertake transcription of correspondence and documents.
2. Accurately type correspondence and documents to ensure the production of high-quality documents.
3. Record proceedings during meetings in order to facilitate preparation of minutes and reports.
4. Receive daily correspondence from both internal and external sources in order to ensure appropriate attention and action.
5. Undertake the classification of documentation in order to facilitate efficient storage and retrieval of information.
6. Record appointments in order to facilitate attention and action.
7. Receive and attend visitors courteously to enhance the image of the office.
8. Undertake effective desk research and collation of data on topical issues in order to facilitate decision-making.
9. Undertake timely preparation of office budgets in order to facilitate acquisition of requisites and prudent expenditure of monetary resources.
10. Attend to and make telephone calls promptly to facilitate effective communication.
11. Undertake the acquisition and serving of beverages and refreshments to officers and visitors in order to extend hospitality.

Minimum Qualifications & Experience

• Full Grade Twelve (12) School Certificate.
• Diploma in Secretarial Studies, Office Administration or an equivalent qualification.
• At least five (5) years' relevant experience providing executive or secretarial support to senior management.
• Proficiency in Microsoft Office applications, particularly Word, Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organisational, planning and time-management abilities.
• High integrity, discretion and ability to maintain confidentiality.
• Ability to work under pressure, manage multiple priorities and meet deadlines.
• Excellent interpersonal, analytical and problem-solving skills.

Application Procedure

Interested candidates should submit an application letter, detailed Curriculum Vitae, certified copies of academic and professional qualifications, and three (3) traceable referees.

Applications should be addressed to:

Human Resource
Zambia International Trade Fair Trust
P.O. Box 71058
Ndola, Zambia

Email: hr@zitf.org.zm

Closing Date: 2 October 2026

Only shortlisted candidates will be contacted.

ZITFT is an Equal Opportunity Employer.

Together We Grow Trade

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