Executive Assistant: Chief Operations Officer

**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