Executive Secretary COO at Construction Industry Development Board

Administrative Support to the Chief Operations Officer

• Coordinate and organise the Chief Operation Officer’s diary daily.
• Manage executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications to enable the COO to operate optimally/efficiently.
• Collate meeting documentation when required and provide to Chief Operation Officer’s Officer. prior to scheduled meeting.
• Interact with all customers and stakeholders concerned.
• Professionally and effectively screen incoming telephone calls.
• Handling correspondence (emails, phone calls, letters)
• Receives correspondence and attach appropriate file to correspondence and submits to COO to ensure timely action on such correspondence.
• Receive and track incoming documentation for signature.
• Compile the Chief Operations s Officer’s claim forms to be approved and processed by Finance.
• Organizing meetings, including booking venues and preparing agendas
• Maintaining filing systems (physical and digital)
• Consolidate and format submissions of the Department for COO’s approval.
• Draft and distribute minutes of COO’s meetings.
• Consolidate reports by collecting and analysing information to ensure that relevant information is available and accurate for committees
• Ensure that all supplies to COO’s office are replenished as required.

Office Administration

• Provide administrative and support for the office of the Chief Operations Officer and maintain records and statistics.
• Receive visitors and guests and direct them to the relevant staff.
• Assist with logistical arrangements, including accommodation, catering, venues and travel for the Functional Operations Office

General Clerical duties

• Develop and maintain a general filing and retrieval system for the Office of the Chief Operations Officer
• Keep stationery supplies and order stationery for the Chief Operations Officer when required.
• Type documents and letters for the Chief Operations Officer.
• Distribute letters and documents for the office of the Chief Operation Officer.
• Photocopy, collate and distribute documents when required.
• Process requisitions for payments, accommodation, travel, etc.

Job Requirements

EDUCATION and/or EXPERIENCE

• A relevant National Diploma in Office Administration/ Secretarial/ Executive Assistant or equivalent (NQF Level 6)
• A minimum of 2 (two) years of relevant administrative experience. Basic Project management qualification will be an added advantage.