Administrative Assistant- Lusaka at GAIZ

Administrative Assistant- Lusaka

The Administrative assistant / receptionist is responsible for providing administrative

support to ensure effective and efficient administrative operations at the head office

Main Responsibilities

a) Receive incoming and make outgoing telephone calls, routing them accordingly

and taking messages when the required staff are not available;

b) Receive and dispatch mail and any other correspondence.

c) Manage The CEOs dairy and filling at the CEOs office.

d) Take and circulate staff meeting minutes.

e) Handle clients’ enquiries and receive and direct visitors to respective staff;

f) Ensure that all telephone lines are in working order and report any faulty telephone lines to the Administration Support Coordinator;

g) Ensure timely maintenance of office equipment;

h) Prepare and serve refreshments to CEOs office and replenished as required;

i) Ensure and maintain maximum cleanliness of the reception area and the office at large;

j) Assist in photocopying, scanning and any other document management as may be requested by supervisor;

k) Ensure office security is maintained;

l) Purchase any kitchen and toiletries required for the Head Office in line with policies and procedures;

m) Maintain adequate stationery stocks and requesting replenishment in line with the policies and procedures; and

n) Run errands for the CEOs office in a time-efficient manner including following up on payment of office electricity, water & telephone bills and resolution of any disconnections.

Job Requirements and Technical Skills

a) Diploma in Secretarial Studies or Business Administration or equivalent.

b) At least 2 years’ experience in office administration or entry-level for graduates.

c) Strong Customer service skills

d) Planning and organization skills

e) Excellent communication skills

f) Team work