Executive Assistant: Chief Operations Officer

Job Advert Summary

About SABS

The South African Bureau of Standards (SABS) is mandated to develop, promote and maintain South African National Standards (SANS); promote quality in connection with commodities, products and services; and render conformity assessment services and assist in matters connected therewith. Working for the SABS opens the mind to the world around you. We offer diverse career paths in a dynamic environment that nurtures and recognises talent and potential. Become part of our vision of being a trusted standardisation and business assurance solution provider and join a team that fosters accountability, excellence and innovation in an inclusive workplace.

SABS is an equal opportunities employer, and our recruitment will be done in line with the Employment Equity Act 55 of 1998 and our EE Policy.

Please note by responding to the advertisement, you consent to the collection, processing, and storing of your Personal Information in accordance with the Protection of Personal Information Act (POPIA). Your information will be used solely for purposes of recruitment and more specifically for the position you have applied for and will not be shared with third parties without prior consent unless required by law.

Please note that applications received after the closing date will not be considered.

Main Job Purpose

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

Qualifications

• National Diploma / Diploma in Office Administration, Office Management or a related field.
• NQF Level 6

Experience

• 3years 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.

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.