Internship - Executive Assistant

Job description

We are excited to offer a dynamic internship opportunity within the office of the COO designed for a motivated individual eager to gain hands-on experience in operations and strategic business management.

The internship offers unparalleled exposure to the inner workings of a fast-paced operations environment, with mentorship from seasoned professionals.


Key duties and responsibilities

Strategic executive support

• Proactively manage the COO's dynamic calendar, strategically prioritizing commitments to align with business objectives.
• Develop executive dashboards and performance reports using data visualisation.
• Anticipate needs and provide decision-ready information to support the COO's leadership.
• Support COO-led initiatives, such as financial system implementations, M&A due diligence, or cost optimization projects.

Meeting and governance facilitation

• Organize and co-chair executive meetings, ensuring agendas, pre-reads, and follow-ups are actioned.
• Document minutes, key decisions, and action items with accountability tracking.
• Coordinate cross-departmental leadership forums, including board committees and media partner summits.
• Oversee budget management, expense reconciliation, and procurement for the COO’s office.

Communication and stakeholder management

• Serve as the primary gatekeeper for the COO’s communications with executives, investors, and external partners.
• Screen and prioritize emails, calls, and requests, ensuring timely responses and escalation when needed.
• Draft high-impact communications (emails, memos, speeches) on behalf of the COO.
• Maintain confidential document systems and ensure compliance with data governance policies.

Meeting and governance facilitation

• Organize and coordinate executive meetings, including board sessions, audit committees, and investor briefings.
• Coordinate cross-departmental leadership forums including board committees and media partners summits
• Document key decisions, action items, and follow-ups with accountability tracking.
• Ensure compliance with corporate governance protocols for financial documentation.
• Coordinate domestic and international travel arrangements for the COO
• Oversee budget management, expense reconciliation, and procurement for the COO’s office.
• Act as the culture carrier for the executive office, liaising with HR on leadership communications.
• Manage confidentiality protocols for sensitive corporate matters (e.g. financials, legal, talent).

Administration support

• Provide day-to-day administrative support to ensure the smooth running of the COO’s office.
• Manage filing systems, correspondence, and document tracking.
• Assist with procurement, vendor coordination, and processing of requisitions.
• Coordinate travel bookings, office supplies, and logistical arrangements.

Requirements

• Diploma or degree in business administration, finance, or a related field.
• Prior exposure through coursework, academic projects, or previous internships is essential.
• Excellent written and verbal communication skills in English; knowledge of other South African languages is beneficial.
• Strong organizational and time-management abilities.
• High level of discretion and ability to manage confidential information.
• Professional minute-taking and report-writing skills.
• Project coordination and multitasking capabilities.
• Knowledge of corporate governance principles.
• Ability to influence stakeholders and represent the COO’s office effectively.
• High level of maturity, initiative, and strong foundational skills.
• Ability to anticipate needs, identify risks, and propose solutions.
• Competence in analysing reports, creating presentations, and synthesizing complex information.
• Available for full-time office hours, with flexibility as required by the COO’s schedule.
• Willingness to work occasional overtime for urgent tasks or meetings.

In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto. Preference will be given to persons with disabilities.

Applicants who have not been contacted within 4 weeks of submitting their application should assume that they have not been successful.

Posted on 29 Sep 15:55, Closing date 12 Oct