Job Description

BIOVAC is one of the leading sterile vaccine manufacturers rooted in Africa, with our core purpose being to "protect life". We are looking to hire a dynamic, passionate, confident, proactive and meticulous CEO Office Coordinator to join a goal-oriented team.

QUALIFICATIONS NEEDED:

Required: Diploma or certificate in Business Administration, Office Administration, Secretarial Studies, or equivalent.

Preferred: Bachelor's degree or higher in Business Administration, Office Administration, Project Coordination, Communications or equivalent.

Recognition is given to Prior Learning and practical experience.

EXPERIENCE AND INDUSTRY KNOWLEDGE:
Required:

• At least 5 years' experience in a CEO office coordination, senior management and/or a central coordination office support and strategic committee administration coordination role.

• Experience working in structured, regulated or compliance driven environments is advantageous.

• Exposure to coordinating diaries, delegation visits, corporate calendars, eventing and multiple parallel activities, deadlines and stakeholders in a fast-paced environment.

• Basic understanding of organisational governance and confidentiality requirements.

• Computer and AI savvy with experience in the full MS Office 360 suite

• Demonstrated experience in setting up and maintaining smart office admin infrastructure

• Working knowledge of POPI legislation

• Advanced working knowledge of executive travel logistics, including coordinating complex domestic and international travel arrangements and ensuring compliance with visa, travel insurance and related documentation requirements ahead of international travel.

Preferred:

• Exposure to biopharmaceutical or related industry environments.

• Experience working in audit‑ready environments.

OTHER REQUIREMENTS:

• After‑hours availability in exceptional cases where Exco requires support

• Reliable transport

• Ability to travel in support of CEO Office activities, in coordination with the Travel Coordinator.

CORE RESPONSIBILITIES:

1. Executive Office Coordination & Support

• Provide end-to-end administrative and coordination support for the Office of the CEO and the Executive Committee.

• Deliver personal assistant support to the CEO, including diary management, correspondence and day-to-day executive administration.

• Ensure the CEO Office operates efficiently, professionally and responsively at all times.

2. Calendar, Meetings & Executive Logistics

• Coordinate complex schedules for the CEO and, where required, Exco members to ensure alignment of priorities and commitments.

• Plan, coordinate and support meetings, including scheduling, venues, logistics (virtual and in-person) and stakeholder coordination.

• Prepare, collate and distribute meeting agendas, packs, minutes and action lists in a timely and accurate manner.

• Coordinate approved executive travel, events and engagements in collaboration with Travel and Facilities, ensuring all documentation and logistics are in place.

3. Action, Decision & Workflow Management

• Track, monitor and report on agreed actions, decisions, deadlines and deliverables for the CEO Office and Executive Committee.

• Maintain action logs and provide regular status updates to relevant stakeholders.

• Escalate risks, delays and issues promptly to the Strategic Programme Lead: Corporate.

4. Governance, Confidentiality & Document Control

• Maintain accurate, well-organised electronic and hard-copy records in line with governance, confidentiality and quality requirements.

• Ensure strict confidentiality and appropriate document control within a highly regulated executive environment.

• Uphold organisational governance standards and support audit-ready practices across the CEO Office.

5. Quality, Compliance & Continuous Improvement

• Comply with all applicable quality management systems, policies and procedures.

• Support audit readiness through accurate documentation, traceability and process adherence.

• Follow approved processes for deviations, change controls and CAPAs.

• Proactively identify and escalate quality or compliance risks.

• Contribute to continuous improvement initiatives within the CEO Office and across functions.

6. Administrative Operations & Financial Support

• Provide general office support for the CEO Office, including filing, scanning, courier coordination, printing and stationery management.

• Support budgeting and cost tracking activities, including invoice processing and expense monitoring, without approval authority.

• Assist with the maintenance and improvement of smart executive office administrative systems and workflows.

7. Stakeholder Coordination & Professional Conduct

• Liaise with internal stakeholders, including executives, department heads and strategic leads, to support executive processes and follow-ups.

• Coordinate administrative interactions with external stakeholders (e.g. Board members, regulators and service providers) strictly within instructed scope.

• Model a professional, service-oriented and compliant culture aligned with organisational values and cGMP principles.

8. Flexibility & Executive Responsiveness

• Maintain a high degree of flexibility to support senior executives in a dynamic environment.

• Provide occasional after-hours support for urgent or time-sensitive executive matters when required.

9. Quality Management

• Comply with applicable quality management and governance procedures

• Support audit readiness through accurate documentation and traceability

• Follow approved processes for deviations, changes and corrective actions

• Escalate quality or compliance risks to management

• Support continuous improvement through feedback and process adherence

• Ensure Deviations, Change Controls, CAPAs are handled effectively

• Advocate continuous improvement within own department as well as cross functionally

Technical Competencies required to perform this aspect of the role:

• Executive diary, calendar and workflow management

• Executive meeting coordination, minute-taking and documentation management

• Action tracking, decision monitoring and follow-up coordination

• Stakeholder and executive relationship management

• Governance, confidentiality and executive administrative protocol

• Business administration and operational coordination

• Effective prioritisation and management of competing demands· Strong organisational, planning and reporting capability

• KPI tracking and reporting literacy

• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams) and digital workplace tools

• Digital workplace technologies and smart office administration

• Executive travel, event and engagement coordination

• Budget tracking, invoice coordination and expense administration

• Document, records and data management with strong document control practices

• Information governance and POPIA awareness

• cGMP awareness and Quality Management Systems (QMS) understanding

• Governance, compliance and audit-readiness administration

• Continuous improvement and process adherence (including deviations, change controls and CAPAs)

Application Deadline: 4 June 2026

If you do not receive a response from us within three weeks of submitting your application, please understand that your application was not successful.

We believe in the magic of diversity within teams and to achieve this, we do apply Employment Equity principles during our selection process where this is necessary to achieve such diversity.

Disclaimer:

Dear Applicant, we appreciate your interest in joining our organization. It is imperative for us that you understand how we handle your information. We are committed to ensuring the security and confidentiality of the information you provide. Your personal details will be collected for the sole purpose of the application process and will be used strictly for that purpose. By applying, you acknowledge and consent to the collection, use, and protection of your personal information in accordance with our privacy policy. If you have any inquiries or concerns, our Human Capital department is available to provide clarification. We look forward to reviewing your application.''