Executive Assistant: COO - Pretoria at South African Bureau of Standards (SABS)

Purpose Statement

• To provide administrative support to the Office of the Chief Operations Officer to ensure the effective and efficient running of the office and to assist in providing key support to the division in the execution of the overall Operations strategy.

Minimum Requirements    

• National Diploma / Diploma in Office Administration, Office Management or a related field: NQF Level 6
• 3 years relevant work experience in Executive Administration
• Proven track record in executing Group executive and / or executive level administrative functions
• Proven track record in report writing and presentation formatting
• Must have understanding of invoicing, requisition ordering and basic procurement protocols

Duties and Responsibilities    
Functional Management

• Develop, maintain and update the Chief Operations Officer’s annual meetings planner.
• Oversee and coordinate the Chief Operations Officer’s meetings and preparation and ensure that all logistics, minutes and relevant agendas and material are provided.
• Oversee, coordinate, and provide administrative duties such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Coordinate the Chief Operations Officer’s travel programme, itineraries and related logistics.
• Manage and coordinate the COO’s task list portfolio, in conjunction with the COO.
• Treat information and documentation as private and confidential, and only disclose to any parties through the Chief Operations Officer’s approval.
• Reconcile the Chief Operations Officer’s expenses, prepare the report accordingly and submit to Finance for processing. 
• Prepare non-routine and routine correspondence, and proofread relevant documents before circulation.
• Research and collate data for special reports on behalf of the Chief Operations Officer.
• Provide input and formulate business presentations in consultation with the Chief Operations Officer.
• Collate and integrate information relating to special internal projects and progress.  
• Perform special projects as directed by the Chief Operations Officer, including the review, research, summarization and analysis of information.
• Attend key meetings with the Chief Operations Officer with the purpose of ensuring follow-up and execution on identified actions.
• Work with the Chief Operations Officer to strategize and manage a portfolio of relationships.
•  Assist with the compilation of strategic documents for the Chief Operations Officer.
• Oversee and improve the electronic filing system, ensuring that an adequate information management system is in place containing relevant and updated information.
• Maintain the filing and record management system and other office flow procedures to ensure easy retrieval of records.
• Ensure that all documents are filed, managed and updated appropriately.
• Ensure that all information relevant to the division is provided and directed accordingly to the relevant parties.

Risk and Compliance Management

• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with regulatory requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the COO to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.                                     

Stakeholder Management

• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation
• Actively liaise and build relationships with SABS clients and service providers so as to ensure that the service standards are met appropriately.
• Uphold the image of the office of the Chief Operations Officer in all interactions with stakeholders.
• Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints.
• Convene and attend meetings and present relevant information to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.