Pa to Coo

The Personal Assistant to the COO is the primary point of contact with the Chief Operating Officer for people within and outside the organisation. The Personal Assistant provides high-level administrative and operational support to the COO, enabling the COO and Management Board to operate efficiently and perform at an optimal level. The role involves secretarial and administrative duties, organising and overseeing the COO's day-to-day schedule, organising and assisting the COO to prepare for meetings, and making travel arrangements for the COO.

**Primary responsibilities**
- Assisting COO with daily general duties
- COO diary and office management
- Travel arrangements (flights, accommodation, car hire, check-in, visas and itineraries)
- Organising and planning COO meetings and assisting the COO with preparations such as meeting packs
- Taking minutes of Management Board and client meetings, archiving them and distributing them timeously
- Liaising with clients, suppliers and staff on behalf of the COO
- Dealing with confidential documents
- Conducting and preparing research material for the COO
- Reminding the COO of important tasks and deadlines
- Handling personal matters on behalf of the COO
- Ensuring that all documents are filed in a manner that ensures safekeeping and confidentiality
- Preparing and collating monthly reports, receiving information from all HODs timeously
- General administrative duties
- Assisting the COO in sales administration tasks and duties

**Key Performance Indicators (KPIs)**

**1. Timeliness and efficiency**

Completion of tasks and duties within specified deadlines

Responsiveness and promptness in assisting the COO with daily duties

Timely organisation of meetings, travel arrangements and reminders for important tasks and deadlines

**2. Support to COO**

Effectiveness of COO support to enable increased efficiency and ensure that the COO performs at an optimal level.

**3. Diary and office management**

Effective management of the COO's diary, ensuring optimal scheduling and co-ordination

Maintenance and organisation of the COO's office space, ensuring it is well maintained and equipped

**4. Travel arrangements**

Accuracy and efficiency in arranging travel logistics, including flights, accommodation, car hire, visas and itineraries

Smooth check-in and timely follow-up on travel related matters

**5. Meeting management and documentation**

Accurate and comprehensive minute-taking during Management Board and client meetings

Proper record-keeping and timely distribution of meeting minutes

Effective preparation of meeting packs and materials to support the COO in meetings

**6. Communication and relationship management**

Effective liaison with clients, suppliers and staff on behalf of the COO

Professional and timely handling of confidential documents and sensitive information

Maintenance of positive relationships with stakeholders

**7. Research and reporting**

Preparation and delivery of high-quality research material for the COO

Timely collation and preparation of monthly reports, including relevant information from Heads of Department (HODs)

**8. Confidentiality and document management**

Ensuring the safekeeping and confidentiality of all documents and information

Daily and weekly filing of documents in an organised and secure manner

**9. Administrative support**

Efficient handling of general administrative duties, including correspondence, data entry and office supplies management

Providing assistance to the COO in sales administration tasks and duties

**10. Sales support**

Timely and accurate completion of commercial administration tasks and duties

Effective collaboration with the Commercial team to support activities

**11. Professional development**

Ongoing improvement and development of relevant skills and knowledge

Participation in professional development opportunities such as training programs or workshops

**Job Types**: Full-time, Permanent

Pay: R15 000,00 - R20 000,00 per month

**Location**:

- Century City, Western Cape (required)

Work Location: In person