Administrative Assistant

About the Role

Executive AI Studio develops AI solutions tailored for Zimbabwean companies, including WhatsApp ordering assistants, document-interactive chatbots, and internal tools powered by Claude and Coda. We seek an Administrative Assistant to handle the company's administrative duties while working closely with the founders. A key expectation is proactive management—no task should remain unattended for more than two days without your prompt follow-up.

Key Responsibilities

• Manage recruitment activities such as posting job adverts, compiling candidate lists, scheduling interviews, verifying references, and organizing police clearances.
• Handle contractual matters by obtaining signatures on agreements, NDAs, and tax certificates, and ensure proper filing and dating of all documents.
• Coordinate client interactions, including booking meetings, dispatching deliverables, following up with unresponsive contacts, and taking detailed notes.
• Oversee financial processes like issuing invoices, pursuing overdue payments, collecting supplier invoices, managing expenses, and maintaining the statutory filing calendar.
• Administer IT resources including laptop setups, two-factor authentication, disk encryption, license management, and revoking access for departing employees.
• Conduct testing by using company-built products as a customer would, identifying and documenting any issues or confusing aspects.
• Maintain accurate and up-to-date task boards and client databases.
• Prepare draft weekly client reports for founder review and distribution.

Tools Utilized

• Coda.io for task management, time tracking, and client data.
• Google Workspace (Gmail, Calendar, Drive, Admin Console).
• WhatsApp Business for communication.
• Claude artificial intelligence for writing, summarizing, and research tasks.
• 1Password for handling company credentials securely.
• GitHub and Slack for managing team access.
• Meta Business Suite and LinkedIn for business postings.
• Cloud-based accounting software such as Sage or Pastel.

Training on all these systems will be provided.

Requirements

• At least three years of experience in administration, office management, or accounts within a Zimbabwean business context.
• Demonstrated organizational skills and a reliable work ethic without need for reminders.
• Proficient written English to communicate effectively with clients.
• Ability and willingness to learn new software tools.
• Trustworthiness in handling sensitive financial, payroll, and client information.

Preferred Qualifications

• Accounting or bookkeeping certification.
• Experience with social media content publishing for business purposes.
• Familiarity working with both local Zimbabwean and international organizations.

What We Offer

• Full-time employment based in our Harare office.
• Close collaboration with founders influencing all aspects of the company.
• Training in Claude AI and associated AI platforms that we develop.
• Salary details will be discussed during the offer stage.