Executive Assistant: Chief Operations Officer

5 days ago

Johannesburg, South Africa Specd Full time

**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 logístical 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 logístical 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.

**EDUCATION**
- Matric
- National Diploma in administration or equivalent
- A qualification in secretarial and office management or equivalent
- Computer literate

**EXPERIENCE**
- 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

**SKILLS/PHYSICAL COMPETENCIES**
- Familiar with administration policies, systems and procedures
- Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail
- Emotional and intellectual maturity
- Resourceful team-player, with the ability to be effective independently
- Ability to handle confidential information with discretion
- Meet deadlines in a fast-paced environment
- Able to use relevant software in particular the MS Office suite of packages, A strong knowledge of MS Excel
- The use of general office equipment
- Strong computer skills including word processing, spreadsheets, graphical presentation and Internet research skills
- Project management, communication, presentation and report writing
- Practical skills such as the ability to set up presentations
- Decision-making
- Problem-solving
- Customer service orientation
- Interpersonal skills tact, diplomacy
- Flexibility
- Accountability
- High degree of computer literacy including very good typing skills
- Strong organisational skills
- Proficiency in filing and maintaining filing systems
- Punctual
- Initiative
- May be required to work overtime
- May be required to travel

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