Administrative Assistant
Job Description & Qualifications
Position Overview
We are seeking a detail-oriented, organized, and proactive Office / Administrative Assistant to support daily operations and ensure the smooth functioning of our workplace. This role serves as the central hub for administrative activities, providing critical support to staff, management, and external stakeholders.
Key Responsibilities
1. Administrative Support
Manage incoming calls, emails, and correspondence; route inquiries to appropriate personnel
Maintain filing systems (physical and digital) and ensure accurate record-keeping
Prepare, proofread, and format documents, reports, memos, and presentations
Schedule and coordinate meetings, appointments, and travel arrangements
Process incoming and outgoing mail and packages
2. Office Operations
Monitor and order office supplies; manage vendor relationships and inventory
Oversee general office cleanliness, organization, and maintenance
Coordinate with building management and service providers as needed
Assist with onboarding new employees (workspace setup, access credentials, orientation materials)
3. Reception & Front Desk
Greet and assist visitors, clients, and delivery personnel professionally
Maintain a welcoming and organized reception area
Manage sign-in procedures
4. Special Projects
Provide ad-hoc support for events, meetings, and company initiatives
Assist various departments with research, data entry, and project coordination
Required Qualifications
Education: Diploma or equivalent or Bachelors Degree.
Preferred Experience: 1–2 years of experience in an administrative, clerical, or office support role
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace; familiarity with basic office equipment (printers, copiers, scanners)
Communication: Excellent written and verbal communication skills; professional phone etiquette
Organization: Strong multitasking abilities with exceptional attention to detail and time management
Interpersonal: nAbility to interact professionally with all levels of staff and external contacts
Preferred Qualifications
Minimum Diploma in Business Administration, Office Management, or related field
Bilingual or multilingual capabilities
Core Competencies
Reliability & Discretion — Handles sensitive and confidential information with integrity
Problem-Solving — Identifies issues proactively and proposes practical solutions
Adaptability — Comfortable shifting priorities in a dynamic work environment
Initiative — Self-starter who anticipates needs without constant direction
Team Orientation — Collaborative spirit with a willingness to support colleagues across departments
Working Conditions
Standard business hours with occasional overtime for special projects or events
How to Apply
Apply using the following link: https://gozambiajobs.com/jobs/582453471-administrative-assistant
