Executive Assistant

  • Full Time
  • Lusaka

TopFloor Zambia

About the job

Our client, a dynamic dental health care service provider is looking for an Executive Assistant to join their team. In this role the Executive Assistant will be responsible to provide full executive support to the CDO in diary management, administration, travel arrangements, meeting preparation and working on specific projects and research as required.

Key Tasks And Responsibilities

  • Communicate, support and develop key internal and external stakeholder relationships. Work closely with the Leadership team and senior management as well as liaising with trustees
  • Provide full support to the Leadership team, and to liaise with relevant teams, to ensure our presence at external events runs smoothly and includes the relevant internal stakeholders
  • Be responsible for the day-to-day supervision and management of all reception staff and associated duties, including the repeat prescribing and the clinical system, ensuring all functions are carried out in accordance with agreed protocols and timescales, and reporting to the Operations Manager or Head Operations and Administration as necessary
  • The Executive Assistant will be responsible for supervising and supporting the reception team, ensuring they achieve their primary responsibilities
  • Manage and maintain the CDO’s diary and ensure that the CDO is fully prepared for all meetings and engagements with relevant briefing notes
  • Manage CDO’s travel, balancing cost and time efficiency as well as processing expenses
  • Conduct regular diary meetings with the CDO to discuss upcoming engagements, invitations and all other requests for the CEO’s time
  • Respond to invites and make necessary arrangements
  • Work on delegated projects and research as directed to support the CDO in them
  • Schedule meetings between the CDO, their direct reports, the committees and groups of which they are a member
  • Liaise with external event organizers and hold the administrative and organizational responsibilities related to our external event calendar
  • Filter general information, queries, phone calls and invitations to the CDO by redirecting or taking forward such contact as appropriate
  • Manage the process from “start to finish” of obtaining briefings and papers (as required) from the Leadership Team on behalf of the CDO, to ensure that they are fully prepared for all engagements
  • Undertake desktop research as necessary to support the CDO’s preparation for meetings and presentations
  • Support and develop internal & external stakeholder relationships including the Chair of Trustees and individual Trustees
  • Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CDO
  • Handle confidential information; organize and maintain files
  • In the absence of the CDO, prepare correspondence on their behalf
  • Meet and greet CDO’s guests and ensure they are looked after Partake in audit as directed by the audit lead
  • Provide reception staff to support administrative staff during periods of staff absence
  • Produce, maintain, and participate in the receptionist Rota for lunch and out of hours’ cover
  • Support reception staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
  • Identify and provide team training where required
  • Support the Operations Manager in producing and maintaining the duty Rota, completing opening, and closing procedures in accordance with the Clinic policy
  • As required support the Clinic in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
  • Support the Clinic with all Patient Participation Group related matters
  • Support the health promotion lead and display promotional material on the allocated notice boards and in the waiting room
  • The above list of duties in not exhaustive and may be subject to change as deemed necessary
  • Induction and training of all new staff to agreed standards
  • Ensure adequate staffing levels, manage direct reports annual leave and other leave as appropriate
  • Ensure all staff have adequate time to carry out administrative duties
  • Maintain and monitor the Clinic appointment system
  • Answer incoming phone calls, transferring calls or dealing with the caller’s request appropriately
  • Ensure follow-up and feedbacks are done for all clients
  • Deal with more complex enquiries and complaints from patients
  • Deal with general telephone enquiries from patients and the public
  • Initiating contact with and responding to, requests from patients, team members and external agencies
  • Data entry of new and temporary registrations and relevant patient information as required
  • Input data into the patient’s healthcare records systems as necessary
  • Direct requests for information i.e., SAR, insurance / solicitor’s letters and KYC forms to the administrative team
  • Manage all queries as necessary in an efficient manner
  • Carry out system searches as requested
  • Maintain a clean, tidy, effective working area always
  • Monitor and maintain the reception area and notice boards
  • Support all clinical staff with general tasks as requested
  • Ensure all reception duties are up to date (Prescriptions, tasks, emails etc.)
  • Ensure full registration and filling of sparkle plan patients


  • Must have a Bachelor’s Degree in Business Management, Health and Social Care or equivalent
  • Must have a full Grade Twelve Certificate
  • Should have experience working with the general public, administrative duties and working in a health care setting
  • Should have excellent communication skills (written and oral), strong IT skills and competent in the use of Office and Outlook
  • Should be clear, confident, loyal and polite
  • Should be a team player and have good interpersonal, problem solving and analytical skills
  • Should be flexible to work outside of core office hours

How To Apply

Please visit our job portal to apply before 21st June, 2024. Only shortlisted candidates will be contacted.

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