Office Coordinator Lusaka, Permanent

Role Purpose

About the role

We’re looking for a highly organised, proactive Office Administrator to support our leadership team and keep our office running smoothly. This is a dual-hat role: roughly half your time will be spent providing high-touch executive support to our leadership team, and the other half ensuring the office is a well-run, welcoming environment for the team. It’s ideal for someone who thrives on a fast pace and takes ownership without being asked.

Key Responsibilities

Administrative Support:

• Handle incoming and outgoing mail, packages, and courier services.
• Maintain and update office records, databases, and filing systems.
• Assist with document preparation, scanning, photocopying, and data entry.
• Order and manage office supplies and stationery inventory.
• Provide administrative support for internal teams as needed.
• Manage relationships with the building, cleaners, IT support, and other vendors, and be the first point of contact for facilities issues
• Order supplies, equipment, and pantry items, keeping spend within budget
• Coordinate office events, team lunches, birthdays, anniversaries, and seasonal celebrations
• Support new-hire onboarding by preparing desks, equipment, welcome kits, and orientation logistics

Travel & Event Coordination:

• Arrange travel and accommodation for staff.
• Coordinate internal and external meetings and events, including venue bookings and logistics.
• Schedule and prepare meeting rooms with necessary materials.

Task & Operations Coordination:

• Support departments with general office and administrative tasks.
• Ensure timely follow-up and completion of assigned responsibilities.
• Ensure reception is always staffed and receptionist performing their duties
• Help manage the fleet and drivers.

Executive support

• Manage complex, frequently shifting calendars for members of the leadership team, including scheduling internal and external meetings across time zones
• Coordinate domestic and international travel, visas, including flights, accommodation, ground transport, and detailed itineraries
• Draft, proofread, and send correspondence on behalf of executives where appropriate
• Help prepare materials for board meetings, leadership offsites, and community meetings, including agendas, pre-reads, and follow-up notes
• Anticipate needs and proactively solve problems before they reach the leadership team

Requirements

• 5+ years of experience in an executive assistant, office manager, or similar operational role, ideally in a fast-paced environment
• Track record of supporting multiple senior stakeholders simultaneously and juggling competing priorities without dropping the ball
• Exceptional written and verbal communication; comfortable interacting with people at all levels, from new joiners to board members
• Strong organisational skills and attention to detail; you build systems rather than rely on memory
• Sound judgement and discretion when handling confidential or sensitive information
• A service-oriented mindset paired with the confidence to push back, prioritise, and say “not yet” when needed
• Calm under pressure; you treat last-minute changes as part of the job, not a crisis
• Diploma or Certificate in Business Administration, Secretarial Studies, or a related field.
• Proficient in Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Ability to maintain confidentiality and handle sensitive information with discretion.