Executive Assistant to Chief Operating Officer

Job Summary

• To provide high-level administrative, executive, and coordination support to the Chief Operating Officer, Pan-Africa, ensuring the effective management of the COO's office, schedule, correspondence, meetings, travel arrangements, and key administrative priorities.
• The role will serve as a key coordination point between the COO and country operations, functional teams, and other stakeholders, ensuring effective communication, adequate preparation for executive engagements, and timely follow-through on agreed actions.

Key Duties and Responsibilities

1. Executive & Administrative Support

• Provide comprehensive administrative and executive support to the COO, Pan-Africa.
• Manage the COO's diary, appointments, meetings and daily schedule.
• Coordinate meeting requests and ensure effective prioritisation of the COO's engagements.
• Prepare and organise correspondence, reports, presentations, briefing materials and other executive documents.
• Maintain proper records and documentation for the COO's office.
• Handle confidential and sensitive information with a high level of discretion.

2. Meeting Coordination & Follow-Up

• Coordinate meetings, conference calls, and management engagements involving the COO.
• Prepare meeting agendas, briefing packs, presentations, and supporting documentation.
• Take minutes and document key decisions and action points, as required.
• Maintain trackers for agreed actions and follow up with responsible stakeholders to ensure timely closure.
• Ensure the COO receives relevant information and documentation ahead of scheduled meetings.

3. Travel & Logistics Coordination

• Coordinate domestic and international travel arrangements for the COO.
• Manage flight bookings, accommodation, ground transportation, and travel itineraries.
• Liaise with relevant departments on visas, travel documentation, and other logistical requirements.
• Maintain accurate records of travel schedules and related documentation.

4. Stakeholder Management & Coordination

• Serve as an administrative liaison between the COO and Pan-African country operations, functional leaders, and other stakeholders.
• Coordinate requests for reports, information, and documentation required by the COO.
• Facilitate timely communication between the COO's office and relevant internal and external stakeholders.
• Track important requests and correspondence to ensure timely response and resolution.

5. Correspondence & Information Management

• Manage incoming and outgoing correspondence for the COO's office.
• Draft and proofread emails, letters, memoranda, and other business communications.
• Organise reports and documents received from country operations and functions for the COO's attention.
• Maintain appropriate filing systems and ensure proper management of confidential information.

6. Office Administration

• Support the efficient day-to-day running of the COO's office.
• Coordinate executive appointments, visitors, and official engagements.
• Maintain the COO's calendar and ensure appropriate reminders and preparations for upcoming activities.
• Coordinate administrative requirements with relevant internal functions.
• Perform other duties as may be assigned by the COO.

Education and Work Experience

• Bachelor's degree or equivalent qualification in Business Administration, Management, Secretarial Administration, Social Sciences or a related discipline.
• Relevant professional qualification/certification in Executive Assistance, Office Administration or Business Management would be an added advantage.
• Minimum of 5 years' relevant experience, with demonstrable experience supporting a senior executive.
• Experience working within a large, complex or multinational organisation would be an advantage.
• Experience coordinating senior-management meetings, international travel and multiple stakeholders across different locations is desirable.

Skills and Behaviours

Functional/Technical Skills: Executive diary and calendar management; meeting and travel coordination; excellent business writing and correspondence management; strong documentation, record-keeping, and administrative skills; strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; good presentation and report-preparation skills.

Behavioural Competencies: High level of confidentiality and integrity, Excellent planning and organisational skills. Strong attention to detail. Excellent communication and interpersonal skills. Proactive and responsive approach to work. Ability to manage multiple priorities and deadlines. Sound judgement and discretion. Strong stakeholder-management skills. Professionalism and executive presence. Ability to work effectively in a multicultural and geographically dispersed environment.

Key Success Measures

• Effectively manage the COO's schedule and executive engagements.
• Timely and accurate preparation of meetings and executive documentation.
• Effective follow-up and closure of assigned action points.
• Quality and accuracy of correspondence and records.
• Responsiveness to stakeholder and executive-office requirements.
• Maintenance of confidentiality and professional standards

Benefits

• Private Health Insurance
• Paid Time Off
• Training & Development
• Career Development Opportunities