Director: Executive Support

Requirements :

• NQF Level 7 in Public Administration/Public Management/Political Science/ Business Administration qualifications. Nyukela Certificate for entry into SMS (Senior Management Service) from the National School of Government.
• A minimum of 5 years’ experience at Deputy Director or Middle management level in executive support/governance/administration. Demonstrable experience in PFMA/Treasury Regulations compliance, secretariat services, and intergovernmental coordination. Code 8/10

Duties :

• Coordinate and quality-assure HOD briefings, submissions, memos and related correspondences. Manage end-to-end meeting logistics, that is, scheduling, agenda setting, document packs, minute-taking, and resolutions tracking.
• Operate a decision-tracking system, log directives, allocate actions, monitor progress and produce weekly exception reports. Standardise templates and procedures for executive documents (Cabinet/MEC submissions, minutes, reports). Provide research and synthesis on policy, legislation and programme issues to support HOD decisions. Maintain secure, organised records and a central repository for executive correspondence and decisions. Embed PFMA, Treasury Regulations, DPSA directives, POPIA, MISS/MPSS, and applicable provincial frameworks in office processes. Run quarterly compliance reviews on submissions, delegations, records and decision logs, remediate gaps and report assurances.
• Coordinate responses to audit findings (GAS/AGSA), track management action plans, and verify closure evidence. Maintain the HOD Delegations of Authority register, ensure alignment to financial and administrative delegations. Identify executive office risks, keep a risk register and implement control measures including confidentiality and information security.
• Facilitate policy/procedure updates and compliance training for executive office staff and document custodians. Maintain an integrated HOD calendar linking strategic priorities, statutory deadlines and stakeholder engagements. Operate an executive workflow dashboard— incoming/outgoing items, due dates, dependencies and bottleneck alerts. Coordinate quarterly performance reviews with Strategy/M&E, compile executive performance packs and insights.
• Synchronise HOD directives with programme plans and operational cycles, escalate slippage and propose recovery actions. Implement service standards for turnaround times on submissions, queries and approvals and monitor compliance. Produce monthly performance and workload analytics for the Office of the HOD (volumes, turnaround, quality scores). Manage protocols and channels between the HOD and MEC/EXCO, Office of the Premier, Treasury, DPSA, and sector departments.
• Coordinate executive meeting packs (MEC briefings, clusters, FORUMs), ensuring completeness and strategic alignment. Track undertakings from intergovernmental forums, drive inter-departmental cooperation to close actions on time. Prepare stakeholder engagement plans, briefs, and follow-up matrices and ensure issues are resolved and feedback loops closed. Maintain a stakeholder risk and issues log, advise the HOD on emerging sensitivities and mitigation options. Produce concise, outcome-focused communiqués and post-engagement reports for executive audiences. Implement and monitor a secure records management system for executive documents, aligned to POPIA and MISS/MPSS.
•  Establish classification, retention, and disposal schedules, audit compliance and correct deviations. 
• Oversee the drafting, formatting, and clearance of executive correspondence to ensure consistency with corporate identity. 
• Operate version control and approvals workflow for briefs, speeches, media responses and communiqués. Maintain an executive knowledge base: policies, cabinet decisions, provincial priorities, sector insights, and precedents.
• Introduce digital tools/workflows (e.g., document trackers) and train staff to improve accuracy and turnaround. Perform strategic and operational planning. Manage stakeholder relationships. Oversee the administrative support functions Perform people management functions. Perform financial management functions. Perform asset management functions.