Personal Assistant at Workforce Africa

About the job

Role: Personal Assistant
Report to: GM: Technical
Location: Zambia

Job Summary

As the Personal Assistant to the General Manager, this role will be crucial in providing comprehensive administrative support to the General Manager, ensuring the efficient operation of their office and contributing to the overall success of the organization. This dynamic role requires exceptional organizational and communication skills, as well as the ability to coordinate basic projects to facilitate the seamless execution of key initiatives.

Key responsibilities

1. Administrative Support:

Provide high-level administrative support to the General Manager in managing their schedule, appointments, and correspondence.
Coordinate travel arrangements, itineraries, and logistics for business trips.

2. Meeting Preparation and Follow-Up:

Prepare agendas, documents, and presentations for meetings chaired by the General Manager.
Document meeting minutes and action items, ensuring timely follow-up on tasks.

3. Project Coordination:

Basic Project Management: Assist in the coordination and tracking of basic projects under the direction of the General Manager.
Timeline Management: Ensure project timelines are adhered to and key milestones are met.
Communication: Facilitate communication between project team members and stakeholders.

4. Communication Liaison:

Act as a liaison between the General Manager and internal/external stakeholders.
Draft and proofread official correspondence, emails, and reports on behalf of the General Manager.

5. Information Management:

Manage and maintain confidential information with a high degree of discretion.
Organize and update documentation, files, and records for easy retrieval.
6. Event Coordination:

Assist in planning and coordinating events, conferences, and meetings as directed by the General Manager.
Handle logistics, invitations, and other event-related tasks.
7. Office Management:

Oversee the day-to-day operations of the General Manager’s office.
Order and maintain office supplies, ensuring a well-functioning work environment.
8. Ad Hoc Support:

Provide additional support on special projects and tasks as required by the General Manager.

Qualification

· Minimum of a bachelor’s degree or diploma in Business Administration, Management, or related field.
· Proven experience as a Personal Assistant or Executive Assistant.
· Proficient in MS Office suite and project management tools
· Strong analytical, problem-solving, and project management skills.
· Strong organizational and multitasking abilities.
· Excellent written and verbal communication skills.
· High level of discretion and ability to handle confidential information.
· Proactive and detail-oriented with a positive attitude

If you are up to the challenge, possess the necessary qualifications and experience, kindly send your detailed CV quoting the job title on the email subject “Personal Assistant” to: talent@workforceafrica.co by or before 18th January 2024