Administrative Assistant

About the role

An administrative assistant is needed in Ndola, Copperbelt, Zambia. The role acts as the first point of contact for visitors and clients, handles enquiries by phone and email, and covers a wide range of office, records and reporting duties.

Key responsibilities

• Greet guests, direct them to the right departments or people, and act as the main point of contact for visitors and clients
• Answer the phone, resolve enquiries by email or telephone, and coordinate conference calls and meetings
• Reserve meeting rooms, take minutes, draft letters, documents and emails, and prepare outgoing correspondence
• File and photocopy documents, supervise client files, maintain databases and keep records of contacts
• Implement and develop office procedures and record systems, and keep office policies current
• Purchase and maintain provisions, organise and maintain personnel systems and archives, and keep departmental files confidential
• Handle payroll administration and preparation, and prepare and upload all statutory returns
• Conduct interviews, maintain financial data records, and disseminate communications
• Make and verify travel arrangements, and make reservations
• Support reports and presentations, run regular accounting procedures, and submit and reconcile reports efficiently

Required profile

• Full Grade 12 certificate
• Certificate or diploma in business administration or a related field
• 3-5 years of work experience, including at least 2-3 years in a comparable role
• Essential credentials in office management or secretarial work; HR experience is an advantage
• Familiarity with Zambian labour regulations and knowledge of office management procedures

Required skills

• Proficiency in computer applications, including Word, Excel and PowerPoint
• Mastery of Microsoft Office, with emphasis on Excel, Word and PowerPoint
• Competence in report drafting
• Practical knowledge of office machinery such as printers, laminating machines and fax machines
• Exceptional time management, multitasking, organisational and problem-solving abilities, and strong oral and written communication