Executive Assistant

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GRACE NGOMA

*****.******@*****.*** +260********* https://www.linkedin.com/in/grace-ngoma Solwezi - Zambia Professional Summary

Highly experienced Administrative and Operations Support Professional with over 8 years of progressive experience providing executive support, office administration, travel and accommodation coordination, stakeholder management, records management, compliance support, and logistics administration within industrial, mining-support, manufacturing, and hospitality environments. Proven ability to support senior management, coordinate operational activities, maintain accurate records, and build effectiv e working relationships with employees, visitors, and service providers. Recognized for professionalism, confidentiality, attention to detail, integrity, and the ability to manage multiple priorities in fast-paced environments. Skills (Core Competence)

Calendar Management, Travel & Logistics Coordination, Executive & Administrative Support, Records &Document Management, Stakeholder engagement, Fleet & Transport Coordination, Compliance Monitoring & Reporting, Meeting & Events Coordination, Minute taking, Microsoft Office (Excel, Word, PowerPoint, Outlook), SAP Systems (Basic) Professional Experience

Personal Assistant to Operations Director 16 September 2024 – Present AMSI Zambia Solwezi

• Provide executive and administrative support to the Operations Director.

• Manage executive schedules, appointments, meetings, and travel arrangements.

• Track action items arising from executive and departmental daily planning meetings and ensure timely completion.

• Serve as a key liaison between the Operations Director, employees, contractors, suppliers, and external stakeholders.

• Handle inquiries and requests professionally and efficiently.

• Maintain confidential employee and operational records.

• Streamline document management processes, improving accessibility, and operational efficiency.

• HR Support and Administration - Support onboarding processes for new employees.

• Manage Employee Time Attendance and Leave tracking

• Manage employee PPE administration and records.

• PPE weekly and monthly inventory count

• Invoice and delivery tracking

• Support fleet administration, vehicle licensing, permits, mileage, and fuel reporting.

• Office management and procurement of Office supplies

• Monthly Budget tracking – vehicle expenses and Office Supplies 2

Executive Assistant to Chief Executive Officer 2 January 2017 – 12 September 2024 Mansa Sugar Limited Chembe District,Luapula Province

• Provided high-level executive and administrative support to the Chief Executive Officer (CEO) and senior management team, ensuring efficient day-to-day operations.

• Maintained strict confidentiality when handling sensitive employee, financial, legal, and operational information.

• Planned and coordinated executive meetings, board meetings, corporate events, and management workshops.

• Prepare meeting materials

• Managed executive correspondence, screened communications, prioritized matters requiring attention, and facilitated timely responses.

• Followed up on action items and ensure deadlines are met

• Coordinated communication and collaboration across departments, supporting organizational objectives and executive decision-making.

• Handled inquiries and requests professionally and efficiently.

• Administered expatriate employment processes, including work permits, visas, immigration compliance, and liaison with relevant government authorities.

• Prepared employment contracts, offer letters, salary transfer letters, and other employment-related documentation for expatriate personnel.

• Managed executive attendance and leave records, ensuring accurate reporting for payroll processing.

• Coordinated local and international travel arrangements, including flights, accommodation, transport, and travel itineraries for executives and staff.

• Processed purchase requisitions, purchase orders, goods receipt purchase orders (GRPOs), and supplier invoices using SAP.

• Assisted in the administration and reconciliation of petty cash, ensuring accurate record-keeping and supporting documentation for all transactions.

• Maintained records and filing systems

• Office administration and procurement of Office supplies

• Processed travel expense claims and reimbursements in accordance with company policies.

• Served as the primary liaison with insurance providers, facilitating insurance claims and ensuring timely settlement of claims.

• Prepared, submitted, and monitored insurance claim documentation, ensuring compliance with company and insurer requirements.

• Coordinated with freight forwarders and customs clearing agents to support efficient importation, exportation, and customs clearance processes.

• Monitored shipment movements, tracked deliveries, and proactively resolved logistics and customs-related issues.

• Managed vehicle compliance documentation, including road tax renewals, licensing, and statutory requirements for company vehicles.

• Ensured accurate record keeping and compliance with company policies, statutory regulations, and internal procedures. 3

Administrative / Front Office Officer October 2011 – December 2016 Mukwa Lodge & Restaurant Kitwe

• Managed guest reservations, check-ins, and check-outs using the SEMPER hospitality management system, ensuring efficient front office operations.

• Responded professionally and promptly to guest inquiries in person, by telephone, and via email, delivering exceptional customer service.

• Maintained accurate records of guest bookings, reservations, and occupancy reports.

• Processed guest billing transactions accurately posted room and service charges, and handled payments through cash, company cheques, and Visa debit cards.

• Built and maintained positive guest relationships, ensuring a welcoming and satisfactory guest experience.

• Assisted in the planning and coordination of conferences, meetings, and events, ensuring all logistical and administrative requirements were met.

• Arranged transportation services for guests and coordinated travel-related requests.

• Liaise effectively with housekeeping and maintenance departments to resolve guest requests, complaints, and service issues in a timely manner.

• Prepared purchase requisitions, received stock deliveries, and maintained inventory records to support operational requirements.

• Conducted stock control activities, including inventory monitoring and reconciliation.

• Performed general administrative and clerical duties to support the smooth operation of the front office and hospitality services.

Front Office Clerk January 2007 – October 2011

Nsobe Game Camp

• Managed reservations for accommodation, restaurant services, and game drive activities, ensuring accurate bookings and excellent guest experiences.

• Handled incoming phone calls, responded to emails, and provided professional assistance to guests and clients.

• Coordinated with housekeeping teams to ensure guest rooms are clean, well-maintained, and ready for occupancy.

• Addressed and resolved guest complaints promptly while maintaining high standards of customer service.

• Prepared quotations, processed customer invoices, and handled payment collections accurately.

• Performed secretarial duties, data entry, record keeping, and general administrative duties to support daily operations.

• Assisted with stock purchasing, inventory monitoring, and stock control to maintain adequate supplies. Education

Bachelor of Science: Business Management May 2024

The University of Zambia

Lusaka, Zambia

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Diploma: Business Administration and Management December 2006 NIEC School of Business Management Trust

Ndola, Zambia

Languages

English (Fluent) Bemba (Fluent)

Professional Strengths

Executive Calendar Management; Confidential Information Handling; Stakeholder Management; Planning & Organizing; Professional Communication; Attention to detail; Initiative & Proactiveness; Collaboration & Teamwork; Results Oriented; Customer Service Excellence; Adaptability & Flexibility; Accuracy; Ability to solve problems, Data entry and analysis, Time management Key Achievements

• Supported senior executives for more than 8 years.

• Managed attendance records for 200+ employees.

• Maintained compliance records for 43 company vehicles with 100% on-time renewals.

• Administered PPE tracking for more than 200 employees.

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