Executive Assistant to COO

Recruiter:

Greys Personnel

Job Ref:

DBN002367/ZC

Date posted:

Tuesday, June 7, 2022

Location:

Johannesburg, South Africa

Salary:

00

SUMMARY:
Our client is looking for a dynamic Executive Assistant to join their friendly Team in Park Town, Gauteng.

The individual will be reporting directly to the COO.

Main Purpose of Job:

The Executive Assistant will support the day-to-day activities of the Chief Operations Officer (COO).
The Assistant must be organised, dedicated, and self-directed, with excellent written and verbal communication skills and the ability to independently prioritise and multi-task. S/he must be comfortable working in a fast-paced office and interacting with business. S/he must be willing to occasionally work long hours and be available to respond to urgent emails or calls from the COO on weekends or holidays.

JOB DESCRIPTION:

Minimum Requirements:

Matric
National Diploma in administration or equivalent
A qualification in secretarial and office management or equivalent
Computer literate
Minimal bachelor’s degree required
Minimum of 5 years relevant work experience or comparable combination of education and experience
Three years’ experience at a senior secretarial level, preferably within the pharmaceutical environment
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms
Experience with reception duties
Experience with meeting management

Key Performance Areas (Core, essential responsibilities-outputs of the position)

Administration
Prepare correspondence, reports, and materials for publications and presentations
Manage the diary of the COO
Setup and co-ordinate meetings
Transcribe and distribute meeting agendas and minutes for the COO
Meet and greet external clients and visitors where necessary, and ensure refreshments
are served
Prioritize conflicting needs; handle matters expeditiously, proactively, and follow projects to successful completion, often with deadline pressures
Coordinate and ensure the COO schedules are well planned, followed and respected
Act as a “barometer,” having a sense of priority of issues as they arise, keeping the COO updated regularly and whenever necessary
Perform general clerical duties to include but not limited to photocopying, mailing and filing
Maintain hard copy and electronic filing system
Document management
Manage and co-ordinate all logistical arrangements for all travel for the COO
Monitoring and co-ordination of project information
Ensure that no confidential material left lying around – material to be safely stored at all times
All filing to be kept up to date
Co-ordinate, type and collate the submission of monthly progress reports for the COO
Receive, register and dispatch all incoming correspondence
Support the COO with research, abstracts and preparation of information for meetings, projects, presentations and reports
Assist with the management of workflow and systems in the COO office
Assist with project co-ordination
Provide logistical support and advice for meetings, and workshops for COO.

Meetings:

Attend all meetings as requested, taking minutes at all meetings, ensuring absolute attention to detail with no comebacks or corrections to be made afterwards
Follow up and ensure all outcomes of meetings are implemented as per the meeting minutes
File all meeting minutes for easy retrieval and reference at any point in time.

Travel Management:

Make all travel arrangements (flights, accommodation & car hire) ensuring accurate travel bookings at all times
Communicate arrangements regarding meetings/functions/conferences to relevant party and that appropriate documentation is distributed, prior to travel.

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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