Executive Secretary Coo

7 days ago

Centurion, South Africa Construction Industry Development Board Full time

The following list of Key Performance Areas and job activities are not exhaustive. CIDB may instruct the employee at any time to carry out additional duties or responsibilities, which fall reasonably within the ambit of the job, or in accordance with operational requirements.

**Administrative Support to the**Chief Operations Officer**
- Coordinate and organise the Chief Operation Officer’s diary daily.
- Manage executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications to enable the COO to operate optimally/efficiently.
- Collate meeting documentation when required and provide to Chief Operation Officer’s Officer. prior to scheduled meeting.
- Interact with all customers and stakeholders concerned.
- Professionally and effectively screen incoming telephone calls.
- Receives correspondence and attach appropriate file to correspondence and submits to COO to ensure timely action on such correspondence.
- Receive and track incoming documentation for signature.
- Compile the Chief Operations s Officer’s claim forms to be approved and processed by Finance.
- Organizing meetings, including booking venues and preparing agendas
- Maintaining filing systems (physical and digital)
- Consolidate and format submissions of the Department for COO’s approval.
- Draft and distribute minutes of COO’s meetings.
- Consolidate reports by collecting and analysing information to ensure that relevant information is available and accurate for committees
- Ensure that all supplies to COO’s office are replenished as required.

**Office Administration**
- Provide administrative and support for the office of the Chief Operations Officer and maintain records and statistics.
- Receive visitors and guests and direct them to the relevant staff.
- Assist with logístical arrangements, including accommodation, catering, venues and travel for the Functional Operations Office

**General Clerical duties**
- Develop and maintain a general filing and retrieval system for the Office of the Chief Operations Officer
- Keep stationery supplies and order stationery for the Chief Operations Officer when required.
- Type documents and letters for the Chief Operations Officer.
- Distribute letters and documents for the office of the Chief Operation Officer.
- Photocopy, collate and distribute documents when required.
- Process requisitions for payments, accommodation, travel, etc.

**EDUCATION and/or EXPERIENCE**

A relevant National Diploma in Office Administration/ Secretarial/ Executive Assistant or equivalent (NQF Level 6)

A minimum of 2 (two) years of relevant administrative experience. Basic Project management qualification will be an added advantage.

**CLOSING DATE: 18 JULY 2025**

**Preference will be given to suitably qualified Applicants who are members of the designated groups in line with the Employment Equity Plan and Targets of the Organisation

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