Personal Assistant to The Chief Operations Officer Jobs

Minimum Requirements

• Must have completed Matric.
• Secretarial Certificate or relevant National Diploma.
• 3 years of experience supporting at the executive level.
• Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of processors, electronic equipment, and computer hardware and software, including applications.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources, leadership techniques, production methods, and coordination of people and resources.
• Knowledge of relevant legal requirements.
• A valid driver’s license.

Key Responsibilities and Duties

• Manage the diary for the Chief Operations Officer.
• Provide administrative support to the Chief Operations Officer.
• Perform general office duties, such as ordering supplies, maintaining records, and management systems.
• Handle routine office correspondence.
• Ensure that senior managers within the Agency are notified on time about meetings, news, and notices.
• Deal with telephone calls and attend to office visitors.
• Ensure effective and efficient communication within the Agency and with other stakeholders.
• Arrange and organize meetings as directed by the Chief Operations Officer.
• Liaise with all Regional Offices and District Offices on behalf of the Chief Operations Officer.
• Screen messages and mail for the Chief Operations Officer.
• Communicate with service providers and stakeholders on behalf of the Chief Operations Officer.
• Prepare agendas and make arrangements for committee and other meetings.
• Take and type minutes and reports of all events.
• Compile, transcribe, and distribute minutes of meetings.
• Follow up on return dates.
• Make travel arrangements.
• Prepare PowerPoint presentations.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives and committees.
• Interpret and understand administrative and operating policies and procedures.
• Perform ad hoc duties as required by the supervisor.

Closing Date: 20 November 2025