Executive Personal Assistant/ Office Support Services Supervisor at Biovac

• We are seeking an individual to provide comprehensive support to the Exco Team by gaining a deep understanding of the companys business plans, structure, and strategy. The successful candidate will effectively represent the company, supporting the board and Exco teams while engaging with stakeholders and staff. They will possess a strong grasp of the roles of Exco members, internal staff, Board members, external partners, team members, and customers, ensuring efficient and friendly interactions to help the Exco team meet its objectives.

QUALIFICATIONS, EXPERIENCE, & INDUSTRY KNOWLEDGE NEEDED:

• Accredited Secretarial, Business Administration and/or Office Management diploma.
• At least 4 years experience in similar position within a medium to large size corporate business.
• Recognition is given to Prior learning and practical experience.

SKILLS & COMPETENCIES

• Technical Aptitude Capable of learning and understanding technical terminology, particularly in the pharmaceutical, biotech, or related industries.
• Proactive & Resourceful Anticipates needs, takes initiative, and finds solutions independently.
• Strong Communication Skills Professional verbal and written communication, including handling sensitive and high-level correspondence
• Confidentiality & Discretion Maintains the highest level of confidentiality when handling executive matters
• Time Management & Prioritization Ability to manage multiple tasks, shifting priorities, and executive requests efficiently
• Executive-Level Support Experience providing high-level support to senior leadership, including scheduling, travel coordination, and administrative oversight.
• Process Improvement Mindset Identifies and suggests improvements to workflows and administrative processes for greater efficiency.
• Team Coordination & Office Oversight Ability to supervise office support staff, ensuring smooth daily operations and alignment with company goals.

KEY DUTIES & RESPONSIBILITIES OF THE ROLE:

Conduct general administration to ensure the Exco office is run efficiently:

• Develop and maintain the annual corporate calendar.
• Manage Exco members business trips, coordinating with internal teams and external service providers for bookings (flights, visas, accommodation, transport, etc.). Provide complete itineraries, including diary entries, time zones, documentation, travel tips, and boarding passes; address travel issues with the travel agent as they arise.
• Oversee the Exco office documentation management system, ensuring optimal filing, templates, SharePoint folders, and document storage/exchanges.
• Identify cost-effective ways to automate manual processes within the Exco office and assist Exco members in navigating these processes efficiently.
• Execute various administrative tasks as needed by Exco for both personal and business matters.
• Collaborate with internal teams to procure Exco office stationery, equipment, and supplies; assist with Exco office budget management and ensure timely handling of purchase orders and payments.

General Research and Corporate Function Coordination Ensuring the Biovac Executive Team agenda is efficiently and effectively coordinated:

• Assist with research related to general corporate support services as requested by the Exco team.
• Prepare, consolidate, review, and proofread reports, interviews, articles, shared email box emails, newsletters, and other documents as required by Exco members.
• Draft generic emails, correspondence, and invitations on behalf of the Exco team when requested

Ensuring Biovac Executive Team builds effective relationships and complete end to end detailed coordination of visits:

• Coordinate schedules and logistics for management, staff, customers, partners, funders, international delegations, board, Board committees, and other key stakeholders, including roadshows and webinars, in alignment with the corporate calendar and ad hoc requests.
• Secure venues, collaborate with meeting hosts to develop agendas, and share them prior to meetings; ensure all attendee requirements (e.g., packs, presentations) are addressed promptly.
• Set up conference calls, online meetings, and/or hybrid meetings, ensuring optimal connectivity.
• Attend meetings to take minutes, develop action plans, follow up on outstanding issues, and report progress to the Exco team.
• Oversee logistics for large meetings, ensuring catering, venue setup, and smooth flow of events; assist the PR team with company events as needed.
• Be prepared to travel and work after hours when required.

Oversee Office Support Services within the company

• Establish and maintain corporate services-related policies, procedures, forms, and budgets for approval and ongoing review by Exco.
• Conduct surveys to assess office support services' performance from the perspective of management and staff, ensuring service levels remain optimal and addressing any issues or bottlenecks to maintain a positive office experience.
• Coordinate local and international business travel, acting as the liaison between the company and travel service providers for all approved staff travel requirements.
• Lead office and hybrid/home-based office space management, ensuring optimal space usage. Monitor space availability, collaborate with Line Managers, and present proactive needs, risks, and mitigation strategies to Exco for approval and implementation.
• Coordinate activities with office support services-related suppliers on behalf of the Exco team, from start to finish.
• Develop User Requirement Specifications for company support services vendor procurement, including PABX telephony systems, office cleaning, catering, stationery, office layout, and corporate travel (local and international).
• Monitor services rendered in line with service level agreements, ensuring alignment with the companys brand and values; liaise with procurement to address ineffective service delivery or replace vendors as needed.

Application Deadline:

• 07 April 2025