About the position
Purpose of role:
We are seeking a highly organised and versatile individual to provide direct support to the COO and broader operations team. This role requires a proactive, detail-oriented person who can manage executive administration, oversee operational processes, and develop reporting dashboards to ensure smooth company performance.
Qualifications & Experience:
- Senior Certificate (Essential)
- Relevant Diploma/Degree in Business Administration, Operations, or related field (advantageous but not essential if experience is strong).
- 3+ years' experience in administration, operations, or business support.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Prior exposure to workflow management, reporting, or process improvement is advantageous.
Skills & Competencies:
- Strong organisational and multitasking abilities.
- Excellent written and verbal communication skills.
- Advanced Microsoft Excel skills (must be able to build dashboards, reports, and automated templates).
- Comfortable working across multiple operational functions.
- Analytical mindset with attention to detail.
- Ability to work independently and proactively.
Key Responsibilities:
Executive & Administrative Support
- Manage the COO's calendar, emails, meetings, and travel arrangements.
- Prepare agendas, take minutes, and follow up on action items.
- Handle confidential information with discretion.
- Maintain filing systems (digital and physical).
Operational Assistance
- Support the COO in developing, documenting, and testing operational workflows and SOPs.
- Coordinate with multiple departments (Logistics, IT, HR, Projects, Finance, etc.) to ensure tasks are completed on time.
- Assist with reporting and compliance tracking across teams.
- Monitor workflow effectiveness and suggest improvements.
Dash-boarding & Reporting
- Create, maintain, and update dashboards and performance reports for operational and strategic decision making.
- Collect and analyse data from various teams and compile into actionable insights.
- Build advanced Excel reports (pivot tables, formulas, macros, and data modelling).
Desired Skills:
- Administrative Support
- Executive support
- Operation support
- Administration
- Reporting
- Excel Advanced
