Administrative Assistant

Job description

Job Title Administrative Assistant
Location Kitwe Office, Kitwe, Zambia 
Reports to Chief Executive Officer
Expected Travel National travel may be required (20%) including to remote districts 

POSITION OVERVIEW

The Administrative Assistant will play a vital role in supporting the Chief Executive Officer (CEO) and ensuring the smooth running of daily operations. This role combines executive administrative support, board coordination, general office support (including reception duties), and management of the organization’s social media platforms. The ideal candidate is professional, organized, and adaptable, with strong communication skills and the ability to manage multiple priorities. The ideal candidate is a highly organized multitasker with a strong understanding of social media platforms and a proactive, positive attitude.

KEY RESPONSIBILITIES

1. Administrative Support to the CEO (40%)

Manage the CEO’s calendar, appointments, travel arrangements, and daily workflow.
Draft, edit, and proofread correspondence, reports, and presentations.
Serve as the first point of contact for external communication, including managing the main email inbox and phone inquiries.
Maintain well-organized digital and physical filing systems.
Track expenses and support basic financial reporting.

2. Office & Operations Support (20%)

Reception Duties: Serve as the first point of contact at the front desk by welcoming visitors, answering phone calls, and directing inquiries in a professional and friendly manner.
Maintain a well-organized and professional office environment.
Monitor office supplies, handle mail/deliveries, and liaise with service providers.
Coordinate logistics for internal meetings, trainings, and events.
Support record-keeping for assets and administrative procedures.

3. Board & Governance Support (20%)

Coordinate board meetings, including scheduling, logistics, preparation of agendas, board packs, and minutes.
Act as a communication link between the CEO and board members.
Ensure timely follow-up on action items from board meetings.
Maintain confidentiality and professionalism in all matters related to the board.

4. Social Media Management (20%)

Create and curate engaging content for Facebook, Instagram, and LinkedIn.
Manage a content calendar, schedule posts, and ensure consistent updates.
Monitor and respond to messages, comments, and community interactions.
Track analytics and prepare basic performance reports.
Align all content with the organization’s brand, tone, and values.

QUALIFICATIONS AND SKILLS

Bachelor’s degree (preferred) or diploma in Business Administration, Communications, Marketing, or a related field.
Minimum of 2 years’ experience in administrative support; experience with social media management is an added advantage.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite and familiarity with social media tools (Meta Business Suite, Canva or similar).
Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
High level of integrity, professionalism, and discretion in handling sensitive matters.
Creativity and adaptability in balancing administrative tasks with digital communication.
​Ability to work independently and as part of a team.

APPLICATION PROCESS

For all interested candidates, please apply with this Link.

The deadline for applications is 11:59 PM on Friday, 10th October 2025.

Kindly note that only shortlisted candidates will be contacted.

Copper Rose Zambia provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. We also strive to achieve equal employment opportunities through continuing diversity enhancement initiatives. We welcome candidates of all backgrounds with diverse experiences to apply. We are committed to evaluating applications fairly.