Personal Assistant to the Executive Director

  • Anywhere

DUE DATE: 31 JULY 2021


The Personal Assistant to the Executive Director reports to the Executive Director and will be responsible for the following among other duties

  • Providing all related secretarial services to the Executive Director
  • Handling highly confidential information and typing confidential documents
  • Photocopying confidential documents; Arranging meetings for the Executive Director
  • Working with stakeholders and senior management team on their day to day operations through intimate involvement in strategic projects, policy reviews, capacity building and service delivery
  • Devising and maintaining office systems, including data management and filing
  • Arranging travel, visas and accommodation and, occasionally, travelling with the Executive Director to take notes or dictation at meetings or to provide general assistance during presentations
  • Screening phone calls, enquiries and requests; Meeting and greeting visitors at all levels of seniority
  • Organising and maintaining the Executive Director’s diary and making appointments
  • Dealing with incoming emails and posts, often corresponding on behalf of the Executive Director
  • Taking dictation and minutes during meetings
  • Serving as focal point for communication with the Board on administrative issues on behalf of the Director and preparation and distribution of Board Papers
  • Assisting in the development and implementation of best practice strategic initiatives for the Gallery
  • Drafting speeches and writing reports for the Executive Director
  • Preparing presentations on power-point for the Executive Director and being a computer savvy
  • Dealing with customers including incident and complaint management; Organising and attending meetings and ensuring the Executive Director is well prepared for meetings
  • Planning, organising and managing events; Ordering and distribution of office stationery and other supplies
  • Coordinating the weekly work plan with Heads of Departments and preparing monthly reports
  • Acting as the communication link between Harare Gallery and Regional Galleries
  • Building and maintaining Gallery Data Base for corporate sector, embassies, FOG,Artists, movers and shakers
  • Supervising the Receptionist and Messenger


The successful candidate should in possession of the following:

  • Higher National diploma or an Executive diploma in Secretarial Studies
  • A degree in Business Management or Administration is an added advantage
  • must have 2-3 years’ experience in a similar or related position.
  • Competent in MS Word, Excel, Power Point, Office Outlook. Strong writing and communication skills.


Due to the Covid-19 Pandemic, we are not accepting hand delivered or postal applications. Interested candidates must submit their applications including a detailed Curriculum Vitae and certified copies of qualifications on the following email address:

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