Administrative Assistant

Administrative AssistantExecutive AI Studio · Harare, in the office · Full timeJob descriptionExecutive AI Studio builds AI systems for Zimbabwean businesses: WhatsApp assistants that take orders, chatbots that answer questions from a company's own documents, and internal tools built on Claude and Coda.We need someone to run the administration of the company, working directly with both founders. The standing rule for the role is that nothing waits more than two days without a nudge from you.ResponsibilitiesRecruiting. Posting adverts, building candidate lists, booking interviews, checking references, arranging police clearancesContracts. Getting agreements, NDAs and tax certificates signed, dated and filedClients. Booking meetings, sending deliverables, following up with people who have gone quiet, taking notesMoney. Issuing invoices, chasing overdue payments, collecting supplier invoices, expenses, the statutory filing calendarIT administration. Laptop setup, two step verification, disk encryption, managing seats and licences, removing access for leaversTesting. Using what we build the way a customer would, and writing down what breaks or confuses youRecords. Keeping the task board and client database accurate and currentReporting. Drafting the weekly client reports for a founder to sendTools you would useCoda.io (like Google Drive) for tasks, time tracking and client recordsGoogle Workspace: Gmail, Calendar, Drive and the admin consoleWhatsApp BusinessClaude for writing, summarising and research1Password for company credentialsGitHub and Slack for team access administrationMeta Business Suite and LinkedIn for postingA cloud accounting package such as Sage or PastelWe will train you on all of it.RequirementsThree or more years in administration, office management or accounts in a Zimbabwean businessOrganised, and reliable to a date without being remindedClear written English, because much of the work goes to clientsComfortable learning new softwareDiscreet with money, payroll and client informationNice to haveA bookkeeping or accounting qualificationSocial media publishing for a businessExperience working with both a Zimbabwean and a foreign entityWhat we offerFull time, in the office in HarareDirect work with both founders, across every part of the companyTraining in Claude and the AI tools we build withSalary discussed at offer stageHow to applySend your CV to jon@executiveai.studio, with a short note saying one thing you currently keep on top of that nobody reminds you about.