Job Opportunities

The Office Coordinator is responsible for providing professional and efficient coordination and administrative support to the Chief Executive Officer (CEO), while ensuring the effective management of the Association's reception and front-office function.

The role is responsible for the proactive management of the CEO's diary, meetings, travel, correspondence, executive engagements and related administrative requirements, ensuring that the CEO's time and priorities are effectively coordinated.

In addition, the role serves as the first point of contact for employees, members, clients, visitors and external stakeholders, ensuring a professional, welcoming and well-managed reception environment.

The position requires a high level of professionalism, confidentiality, organisation, discretion, attention to detail and stakeholder service, with the ability to manage competing priorities, anticipate requirements and operate effectively in a fast-paced executive environment.

Job-Related Information

• Department:Operations
• Direct report to:Operations Manager

Job objectives and work activities

CEO Diary and Executive Office Coordination

• Manage and maintain the CEO's diary, ensuring that appointments, meetings and commitments are accurately scheduled and appropriately prioritised
• Coordinate internal and external meetings on behalf of the CEO
• Ensure the CEO is adequately briefed on daily meetings, appointments and engagements
• Manage meeting logistics, including venues, virtual meeting arrangements, invitations, agendas and supporting documentation
• Identify and proactively manage diary conflicts and competing priorities
• Coordinate travel arrangements, where required, including itineraries, accommodation and related logistics
• Prepare meeting packs, documents, presentations and other information required by the CEO
• Manage incoming correspondence and ensure matters requiring the CEO's attention are appropriately escalated.
• Maintain an effective filing and document management system for the CEO's office
• Handle sensitive and confidential information with the highest level of discretion
• Follow up on actions arising from meetings and engagements of the CEO where required.

Reception and Front Office Management

• Manage the reception area and ensure a professional and welcoming environment is maintained at all times
• Act as the first point of contact for visitors, members, clients, suppliers and other stakeholders
• Receive, screen and direct telephone calls and enquiries appropriately
• Welcome and assist visitors and ensure that they are directed to the relevant employee or meeting venue
• Maintain visitor registers and follow applicable access and security procedures
• Coordinate meeting room bookings and ensure meeting rooms are appropriately prepared
• Assist with refreshments and other meeting requirements when required
• Receive and distribute incoming correspondence, courier deliveries and other documents
• Coordinate outgoing courier and mail requirements
• Ensure reception-related equipment and facilities are maintained and report any issues promptly
• Maintain a professional standard of customer service and corporate presentation.

Office Administration and Coordination

• Provide general administrative support to ensure the smooth functioning of the office
• Coordinate office supplies and stationery requirements within approved processes and budgets
• Assist the travel office with administrative tasks
• Assist with the coordination of internal events, meetings and corporate functions
• Assist with facilities-related administration and escalate maintenance or operational issues
• Support the implementation of administrative processes and systems that improve office efficiency.
• Skilled in conveying complex ideas with clarity, structure, and influence
• Proven ability to lead and develop teams toward ambitious performance goals
• Strong capability to motivate, guide, and manage people in a dynamic environment
• Demonstrated ability to build trust, foster relationships, and work collaboratively across different teams and levels
• Skilled in navigating diverse stakeholder interests and driving alignment.

Education

• Grade 12 / National Senior Certificate
• Diploma or equivalent qualification in Office Administration, Business Administration, Secretarial Studies, Management or a related field
• Minimum 3-5 years' experience in office administration, executive support, reception or a similar coordination role
• Previous experience managing an executive diary would be advantageous
• Experience working in a corporate or professional environment
• Proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint.

REMUNERATION

• Market related
• Benefits: AA membership, Medical Aid, Provident Fund, Cell Phone Allowance