About Us: AMAC Seed Zambia Limited is an indigenous seed company dedicated to enhancing agricultural productivity and sustainability through innovative seed solutions. We are committed to providing high-quality seeds and services to our customers, and we are looking for a dynamic and organized Administrative Secretary to join our team.

Job Description:

Position Overview: The Administrative Secretary will provide comprehensive administrative support to ensure the smooth operation of the office. This role involves managing office communications, handling scheduling, maintaining records, and performing various clerical tasks. The ideal candidate is a proactive, detail-oriented individual with excellent organizational and communication skills.

Key Responsibilities:

1. Office Management:

Maintain an organized office environment.
Manage office supplies and inventory.
Coordinate office maintenance and repairs.

2. Communication:

Answer and direct phone calls.
Handle incoming and outgoing correspondence (emails, letters, packages).
Greet and assist visitors in a professional manner.

3. Scheduling and Coordination:

Schedule and coordinate meetings, appointments, and events.
Prepare meeting agendas, take minutes, and distribute them.

4. Documentation and Record Keeping:

Maintain and update company databases and records.
Manage physical and digital filing systems.
Prepare and edit documents, reports, and presentations.

5. Administrative Support:

Assist with travel arrangements and accommodations for staff.
Handle expense reports and reimbursements.
Support other departments as needed with administrative tasks.

Personal Specifications:

Qualifications:

Education: Higher Certificate in Secretarial Studies is preferred, Public Administration, Associate’s degree or higher in business administration or a related field preferred.
Experience: At least 1-2 years of experience in an administrative or secretarial role.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with office equipment (printers, scanners, etc.) and basic IT troubleshooting skills.

Skills and Competencies:

Organizational Skills: Exceptional ability to manage multiple tasks and priorities efficiently.
Communication Skills: Strong written and verbal communication skills.
Attention to Detail: High level of accuracy and attention to detail in all tasks.
Interpersonal Skills: Ability to interact professionally with staff, clients, and visitors.
Problem-Solving: Proactive in identifying issues and implementing effective solutions.
Confidentiality: Maintain confidentiality and handle sensitive information with discretion.
Age: 19-26 years old
Gender: Female candidate preferred

Additional Information:

Work Environment: Office-based role with a collaborative and supportive team environment.
Employment Type: Full – time basis.