Operational Administrative Assistant

Pro Tem Recruitment; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading recruitment agency is seeking a highly organized individual to support the COO and the operations team. The role involves managing executive administration, overseeing operational processes, and developing reporting dashboards to ensure smooth company performance. Ideal candidates should excel in multitasking, possess strong communication skills, and have advanced Excel capabilities.

Responsibilities

• Manage the COO’s calendar, emails, meetings and travel arrangements.
• Support COO in developing, documenting and testing operational workflows.
• Create, maintain and update dashboards for decision-making.

Skills

Strong organisational abilities

Excellent written and verbal communication

Advanced Microsoft Excel

Analytical mindset

Ability to work independently

Job description

Overview

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.

This is an ideal role for someone who thrives in a fast-paced executive environment, takes ownership of their work, and ensures smooth day-to-day operations for the COO and the organization.

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.
• Dashboarding & Reporting
  • Create, maintain, and update dashboards and performance reports for operational and strategic decisionmaking.
  • Collect and analyse data from various teams and compile into actionable insights.
  • Build advanced Excel reports (pivot tables, formulas, macros, data modelling).

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.