Operational administrative assistant

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

Job summary

A dynamic operations firm in Pretoria is seeking an organised individual for executive support and operational assistance. The role involves managing the COO's calendar, developing SOPs, and creating dashboards for decision-making. Ideal candidates will have exceptional Excel skills and the ability to work independently in a fast-paced environment.

Qualifications

• Strong organisational and multitasking abilities required.
• Excellent written and verbal communication skills necessary.
• Proficiency in Microsoft Excel to build reports and dashboards.

Responsibilities

• Manage the COO’s calendar, emails, and meetings.
• Support operational workflows and SOPs.
• Create and maintain dashboards for decision-making.

Skills

Organisational abilities

Communication skills

Advanced Microsoft Excel skills

Analytical mindset

Multitasking

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.

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 decision-making.
  • 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.

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.