Executive Assistant to the COO

About the role

The National Development Agency is looking for an Executive Assistant to the Chief Operating Officer (COO) based in Gauteng, South Africa. The role covers administration, secretarial support, meeting coordination, travel arrangements and procurement processing for the Executive and the Directorate.

Key responsibilities

• Manage the Executive's calendar, including appointments, meetings and travel, and organise internal and external meetings (venue, equipment, presentations, agendas).
• Organise Executive travel and logistics (flights, hotels, car rental, meeting schedules) and complete expenses.
• Respond to incoming communications, direct them to the right departments and act as the point of contact between executives, staff, clients and external stakeholders.
• Provide secretarial support: draft and circulate agendas, prepare minutes, confirm venues, arrange refreshments and distribute action points.
• Draft reports and presentations, communicate updates to the Executive Committee and staff, and structure the central calendar of events and arrange directorate and senior leadership events.
• Handle reception duties, meet and greet clients and visitors, and serve refreshments.
• Maintain hard copy and electronic filing, sign for deliveries, record incoming and outgoing information, and keep attendance registers up to date.
• Quality-assure documents, keep confidential material secure, replenish stationery and keep office equipment in working order.
• Assist staff with typing, correspondence and presentations, and coordinate monthly progress reports.
• Process submissions and memoranda, monitor due dates, trace files and assist with programme and project coordination.
• Provide logistical support and advice for meetings and workshops.
• Handle procurement: source resources, obtain approvals, prepare documentation and maintain a procurement file.
• Attend meetings, take minutes, follow up on outcomes and file minutes.

Required profile

• Grade 12; National Diploma in Administration/Office Administration or equivalent.
• Secretarial qualification and/or office management or equivalent is an added advantage.
• Three years' experience at a senior secretarial level.
• Experience with reception duties, meeting management and electronic diary management.
• Experience as a personal assistant to senior management.