Executive Assistant to the Chief Operating Officer at AfriLabs

Job Summary

• AfriLabs is currently seeking an Executive Assistant to the Chief Operating Officer. This position offers you learning opportunities, while providing strategic support to the Executive team and the organisation.

Responsibilities:

• Work closely and effectively with the COO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Assist in managing communication of the COO, including coordinating calendars, emails, phone calls and in person meetings as needed, maintaining confidentiality as appropriate.
• Making travel arrangements for the Chief Operating officer.
• Assist in preparing for meetings and accurately take minutes from meetings with/for the Chief Operating officer.
• Reading and analysing incoming memos, and submissions, and distributing them as needed.
• Acts as a guide, having a sense for the issues taking place and keeping the COO updated.
• Researches, prioritises, and follows up on issues and concerns, as assigned by COO, assisting in determination of appropriate course of action, referral, or response.
• Maintain high-level understanding of interdepartmental processes so as to assist in facilitating appropriate communication.
• Maintain basic knowledge of day-to-day processes of departments under the COO, to assist in resourcing as needed.
• Maintain effective relationships and communications with departments outside of the Office of the COO.
• Coordinate budget activity through tracking, reconciling and processing:❖ payment requests, reimbursement claims and budget reports.
• Coordinate departmental events and provide logistical support.
• Facilitate special projects as assigned
• Provide project management support for complex planning and execution of COO related initiatives.
• Prioritise conflicting needs; handles matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Perform other tasks as may be necessary to facilitate the work of the COO.

Qualifications, Skills and Experience Required

• Bachelor's degree in Business Administration, Management, Human Resources, or a related field.
• Proficiency in MS Office suite; particularly Excel and Word and familiarity with HRIS systems and databases is a plus.
• Strong organisational skills and attention to detail.
• Excellent communication (both written and verbal) and interpersonal skills.
• Professional demeanour and discretion in handling interactions with stakeholders.
• Ability to maintain confidentiality and handle sensitive information.
• Demonstrated capacity to perform effectively under pressure, ensuring high-quality output.
• Ability to demonstrate an entrepreneurial mindset.
• Proven experience in providing administrative support at the executive level