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PURPOSE OF THE POSITION

To provide high-level executive administrative and coordination support to the Executive Chairman and two other members of the Executive Commitee (Exco) . The role ensures the effective management of communications, schedules, and administrative processes within the Executive Office, enabling seamless operations, informed decision-making, and the efficient functioning of the executive leadership team. 

QUALIFICATIONS & EXPERIENCE

• National Diploma in Office Administration/Secretarial or related field.
• 10 years’ experience as a Personal Assistant to a Director.
• Valid Driver’s License.
• Typing speed of at least 35 words per minute.
• Proficient in English and German.
• Proficiency in Afrikaans will be an added advantage.

KEY ACCOUNTABILITIES

• Manage and coordinate the professional and, where required, personal schedules of the respective Exco members, ensuring effective calendar management and prioritisation of commitments. This may include coordinating personal appointments and commitments to ensure seamless integration with professional schedules.
• Screen, prioritise, and manage incoming, calls, and correspondence, ensuring critical matters are addressed promptly and responding on behalf of the Executive Office when appropriate.
• Coordinate and schedule meetings, appointments, and travel arrangements, including domestic and international travel, corporate and private flights where required, and the preparation of detailed itineraries and logistical support.
• Prepare agendas, documentation, board packs, and presentations for meetings attended by the respective Exco members, ensuring all materials are distributed in advance.
• Gather, organise, and consolidate relevant data, statistics, and supporting information to contribute to executive presentations and reports.
• Develop and format presentations using appropriate software, ensuring professional quality and alignment with the O&L Corporate Identity guidelines.
• Conduct research and source relevant information to support the Executive Office on operational, administrative, or strategic matters as required. 
• Utilise digital tools and emerging technologies, including AI-enabled platforms where appropriate, to enhance research, information gathering, and administrative efficiency. 
• Ensure the accuracy, quality, and integrity of information presented in reports and presentations through verification of data sources and quality checks.
• Record minutes and key discussion points during meetings and track follow-up actions to ensure timely completion and accountability.
• Act as a liaison between the Exco members, and internal and external stakeholders to facilitate effective communication and coordination.
• Provide oversight of reception services, including supervising reception staff and ensuring a professional and welcoming experience for all visitors and stakeholders.
• Handle sensitive and confidential information with the highest level of discretion, professionalism, and diplomacy.

Closing Date: 25 March 2026

 O&L - a Great Place to Work.

Applicants meeting our requirements are invited to apply. O&L Group of Companies is an Equal Opportunity Employer.

    "This position is subject to a pre-employment screening and vetting process, and by applying for this position, applicants acknowledge that they are aware that the Company reserves the right to carry out screening and pre-employment vetting for all shortlisted applicants. Certificate of Conduct issued by the Namibian Police (not older than 6 months) may be required from all shortlisted applicants."

Requisition ID: 5546