Assistant to the General Manager
2025-09-10T07:59:48+00:00
Hanchu Zambia
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FULL_TIME
Lusaka
Lusaka
10101
Zambia
Engineering Services
Admin & Office
2025-09-14T17:00:00+00:00
Zambia
8
Job Summary:
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and secretarial support to our General Manager. The ideal candidate will be a strategic, capable of managing a wide range of tasks in a fast-paced environment, ensuring the smooth and efficient operation of the executive office. This role requires exceptional communication skills, discretion, and the ability to anticipate needs.
Key Responsibilities
1. Administrative Support
- Manage the GM's complex calendar, schedule meetings, appointments, and travel arrangements (domestic and international), often with competing priorities.
- Act as the primary point of contact between the GM and internal departments/external clients, screening and prioritizing communications.
- Handle all incoming and outgoing correspondence, including emails, phone calls, and mail, with a high degree of professionalism and confidentiality.
- Prepare and edit correspondence, communications, presentations, reports, and other documents on behalf of the GM.
2. Meeting & Conference Coordination
- Organize and coordinate executive-level meetings, including preparing agendas, circulating pre-read materials, booking venues, and arranging catering.
- Attend meetings, take accurate minutes, and track action items to ensure follow-up and completion.
- Make necessary arrangements for conference calls and video conferences.
3. Communication & Liaison
- Serve as a liaison, conveying and interpreting messages and instructions between the GM and other staff.
- Facilitate smooth communication within the executive team and across departments.
- Handle confidential information with the utmost integrity and discretion.
4. Project Management Assistance
- Assist the GM in tracking key projects and initiatives, providing status updates and ensuring deadlines are met.
- Conduct research, compile data, and prepare papers for consideration and presentation by the GM.
5. Office Management
- Process the GM's expenses and manage reimbursement reports.
Maintain an efficient filing and record-keeping system (both electronic and physical).
Perform other general office management duties as assigned.
Qualifications & Requirements
- 1. Education & Experience
Bachelor’s degree in Business Administration, Communications, or a related field.
- Minimum of 3-5 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.
- Proven track record of working in a fast-paced, dynamic environment.
2. Skills & Competencies
Exceptional Communication Skills: Fluent in English or Mandarin, with excellent verbal and written communication skills.
Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with other office management tools is a plus.
Superior Organizational Skills: Impeccable attention to detail and the ability to multitask and prioritize effectively under pressure.
Discretion and Confidentiality: Demonstrated ability to handle sensitive information with the highest level of integrity.
Proactive and Anticipatory: Ability to think ahead, anticipate needs, and act without constant direction.
Problem-Solving: Strong decision-making and problem-solving skills with a solutions-oriented mindset.
Interpersonal Skills:
Professional demeanor, with the ability to interact effectively with all levels of internal management and staff, as well as external clients and partners.
3. Personal Attributes
High level of integrity, reliability, and trustworthiness.
Resilient, adaptable, and able to thrive in a high-pressure environment.
Service-oriented with a positive "can-do" attitude.
A team player who can also work independently with minimal supervision.
1. Administrative Support Manage the GM's complex calendar, schedule meetings, appointments, and travel arrangements (domestic and international), often with competing priorities. Act as the primary point of contact between the GM and internal departments/external clients, screening and prioritizing communications. Handle all incoming and outgoing correspondence, including emails, phone calls, and mail, with a high degree of professionalism and confidentiality. Prepare and edit correspondence, communications, presentations, reports, and other documents on behalf of the GM. 2. Meeting & Conference Coordination Organize and coordinate executive-level meetings, including preparing agendas, circulating pre-read materials, booking venues, and arranging catering. Attend meetings, take accurate minutes, and track action items to ensure follow-up and completion. Make necessary arrangements for conference calls and video conferences. 3. Communication & Liaison Serve as a liaison, conveying and interpreting messages and instructions between the GM and other staff. Facilitate smooth communication within the executive team and across departments. Handle confidential information with the utmost integrity and discretion. 4. Project Management Assistance Assist the GM in tracking key projects and initiatives, providing status updates and ensuring deadlines are met. Conduct research, compile data, and prepare papers for consideration and presentation by the GM. 5. Office Management Process the GM's expenses and manage reimbursement reports. Maintain an efficient filing and record-keeping system (both electronic and physical). Perform other general office management duties as assigned.
Bachelor’s degree in Business Administration, Communications, or a related field. Minimum of 3-5 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives. Proven track record of working in a fast-paced, dynamic environment.
JOB-68c12ff4b373d
Vacancy title:
Assistant to the General Manager
[Type: FULL_TIME, Industry: Engineering Services, Category: Admin & Office]
Jobs at:
Hanchu Zambia
Deadline of this Job:
Sunday, September 14 2025
Duty Station:
Lusaka | Lusaka | Zambia
Summary
Date Posted: Wednesday, September 10 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Job Summary:
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and secretarial support to our General Manager. The ideal candidate will be a strategic, capable of managing a wide range of tasks in a fast-paced environment, ensuring the smooth and efficient operation of the executive office. This role requires exceptional communication skills, discretion, and the ability to anticipate needs.
Key Responsibilities
1. Administrative Support
- Manage the GM's complex calendar, schedule meetings, appointments, and travel arrangements (domestic and international), often with competing priorities.
- Act as the primary point of contact between the GM and internal departments/external clients, screening and prioritizing communications.
- Handle all incoming and outgoing correspondence, including emails, phone calls, and mail, with a high degree of professionalism and confidentiality.
- Prepare and edit correspondence, communications, presentations, reports, and other documents on behalf of the GM.
2. Meeting & Conference Coordination
- Organize and coordinate executive-level meetings, including preparing agendas, circulating pre-read materials, booking venues, and arranging catering.
- Attend meetings, take accurate minutes, and track action items to ensure follow-up and completion.
- Make necessary arrangements for conference calls and video conferences.
3. Communication & Liaison
- Serve as a liaison, conveying and interpreting messages and instructions between the GM and other staff.
- Facilitate smooth communication within the executive team and across departments.
- Handle confidential information with the utmost integrity and discretion.
4. Project Management Assistance
- Assist the GM in tracking key projects and initiatives, providing status updates and ensuring deadlines are met.
- Conduct research, compile data, and prepare papers for consideration and presentation by the GM.
5. Office Management
- Process the GM's expenses and manage reimbursement reports.
Maintain an efficient filing and record-keeping system (both electronic and physical).
Perform other general office management duties as assigned.
Qualifications & Requirements
- 1. Education & Experience
Bachelor’s degree in Business Administration, Communications, or a related field.
- Minimum of 3-5 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.
- Proven track record of working in a fast-paced, dynamic environment.
2. Skills & Competencies
Exceptional Communication Skills: Fluent in English or Mandarin, with excellent verbal and written communication skills.
Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with other office management tools is a plus.
Superior Organizational Skills: Impeccable attention to detail and the ability to multitask and prioritize effectively under pressure.
Discretion and Confidentiality: Demonstrated ability to handle sensitive information with the highest level of integrity.
Proactive and Anticipatory: Ability to think ahead, anticipate needs, and act without constant direction.
Problem-Solving: Strong decision-making and problem-solving skills with a solutions-oriented mindset.
Interpersonal Skills:
Professional demeanor, with the ability to interact effectively with all levels of internal management and staff, as well as external clients and partners.
3. Personal Attributes
High level of integrity, reliability, and trustworthiness.
Resilient, adaptable, and able to thrive in a high-pressure environment.
Service-oriented with a positive "can-do" attitude.
A team player who can also work independently with minimal supervision.
Work Hours: 8
Experience in Months: 36
Level of Education: bachelor degree
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