Tionenji Zulu

Executive Support & Office Coordination Stakeholder Engagement & Communication Meetings, Travel & Logistics Management Administrative & Operational Support

• Manages complex executive calendars, scheduling high-level meetings, conference calls, and appointments to optimize leadership productivity.
• Handles sensitive and confidential correspondence, screening and responding to inquiries on behalf of senior leadership.
• Maintains structured and confidential filing systems (digital and physical) to ensure efficient information management.
• Coordinated engagements with partners, and external stakeholders, ensuring effective communication and relationship management.
• Served as a liaison between executive leadership and internal departments to ensure alignment and timely execution of tasks.
• Organized and managed executive and leadership team meetings, including agenda preparation, minute-taking, and follow-up on action points.
• Coordinates international and domestic travel logistics (visas, flights, accommodation, transport).
• Prepared CD's Advance Requisitions, and upon retain prepared Liquidations.
• Provides comprehensive administrative support to ensure smooth day-to-day office operations.

Started a freelance operation, where I managed a small bakery

• Strategic Planning and Event Coordination:
• Assists in orchestrating numerous in-house and external training events, ensuring effective execution and participant engagement throughout the project period.
• Supports various team members, including the Project Manager and Team Lead, by producing essential documents such as Success Sharing Agreements and Recommendation Letters.
• Financial Oversight and Compliance Assurance:
• Provides pivotal support to the Business Linkage Fund Manager and M&E Consultant by ensuring SMEs adhere to compliance prerequisites prior to grant disbursement.
• Collaborates closely with the Project Accountant, delivering end-of-month expenditure reports, contributing to financial transparency and accountability.
• Business Development and Due Diligence:
• Assists the Business Development Manager in executing high-level criteria evaluations for prospective SMEs, optimizing the selection process, and contributing to a successful partnership rate.
• Crafts the initial drafts of agreements, ensuring that terms and details are meticulously addressed, and manage a comprehensive database of all agreements and SME correspondences.
• Communication and Organizational Efficiency:
• Handles incoming calls with professionalism, screening and relaying detailed messages to the appropriate parties.
• Facilitates meeting preparations by organizing necessary supplies, documents, spaces, and by photocopying and printing relevant presentations and reports.
• Maintains an organized and up-to-date filing system, ensuring efficient record-keeping and easy document retrieval plus over 97% accuracy rate in the database of SME correspondences.

• Strategic Project Support and Documentation:
• Collaborated with the Project Coordinator in the formulation and execution of MoUs and Sub Grant Agreements, ensuring that over 95% of all documents were prepared accurately and on schedule.
• Comprehensive SME Management and Oversight:
• Spearheaded a rigorous vetting process including CRB checks, achieving a 100% compliance rate amongst grant recipient SMEs.
• Managed the Master Tracker, ensuring real-time and accurate data of all SMEs and grant disbursement activities, with a proven record of less than 1% data discrepancy.
• Facilitated the digital organization by meticulously maintaining SME folders in Teams.
• Financial Accountability and Reporting:
• Administered petty cash transactions, consistently producing monthly financial reports.
• Efficient Administrative Operations and Cost Management:
• Served as a primary point of contact, handling high-volume telephone and email enquiries, thereby ensuring that less than 5% of all inquiries experienced a delay in response.
• Proactively managed office supplies, researching and partnering with cost-efficient suppliers that resulted in a reduction in stationery expenditure.

• Strategic Market Oversight and Inspection:
• Engaged with customers and recommended products based on needs and requests.
• Executed systematic inspections at Zain (now Airtel Zambia) in alignment with established procedures, consistently achieving 100% compliance within stipulated timescales.
• Actively monitored and provided feedback on products and promotions to ensure alignment with brand standards.
• Data Integrity and Administrative Excellence:
• Upheld top-tier administrative practices, ensuring over 98% data accuracy across all retail operations.
• Streamlined data entry and record-keeping processes, leading to a 10% increase in operational efficiency.
• Proactive Market Analysis and Expansion:
• Demonstrated expertise in conducting comprehensive market baselines, identifying and shortlisting potential marketplaces for strategic growth opportunities.
• Analyzed competitive market trends and customer preferences to provide actionable insights for product placement and promotions.

• Front Office Management and Professional Clientele Service:
• Demonstrated excellence in front office management, consistently maintaining a welcoming and organized environment for visitors and clients.
• Mastered professional etiquette, catering to clientele requirements and concerns with over a 99% satisfaction rate.
• Communication and Stakeholder Collaboration:
• Skillfully handled incoming calls as directed by the parish priest, ensuring timely and accurate communication.
• Efficiently scheduled and coordinated appointments and meetings for authorities, resulting in a streamlined workflow and minimized scheduling conflicts.
• Record Keeping and Task Execution:
• Diligently maintained comprehensive records for Small Christian Communities, ensuring accuracy and easy accessibility.
• Successfully completed tasks assigned by authorities, ranging from data management to external visits, including regular post office runs.