Operational administrative assistant

SUMMARY:
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POSITION INFO:

We are seeking a highly organised and versatile individual to provide direct support to the COO and broader
operations team. This role requires a proactive, detail-oriented person who can manage executive
administration, oversee operational processes, and develop reporting dashboards to ensure smooth company
performance.

JOB SPECIFICATION
Key Responsibilities:
1. Executive & Administrative Support
- Manage the COO’s calendar, emails, meetings, and travel arrangements.
- Prepare agendas, take minutes, and follow up on action items.
- Handle confidential information with discretion.
- Maintain filing systems (digital and physical).
2. Operational Assistance
- Support the COO in developing, documenting, and testing operational workflows and SOPs.
- Coordinate with multiple departments (Logistics, IT, HR, Projects, Finance, etc.) to ensure tasks are
completed on time.
- Assist with reporting and compliance tracking across teams.
- Monitor workflow effectiveness and suggest improvements.
3. Dashboarding & Reporting
- Create, maintain, and update dashboards and performance reports for operational and strategic decisionmaking.
- Collect and analyse data from various teams and compile into actionable insights.
- Build advanced Excel reports (pivot tables, formulas, macros, data modelling).
Skills & Competencies:
- Strong organisational and multitasking abilities.
- Excellent written and verbal communication skills.
- Advanced Microsoft Excel skills (must be able to build dashboards, reports, and automated templates).
- Comfortable working across multiple operational functions.
- Analytical mindset with attention to detail.
- Ability to work independently and proactively.
This is an ideal role for someone who thrives in a fast-paced executive environment, takes ownership of their
work, and ensures smooth day-to-day operations for the COO and the organization.