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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