Personal Assistant (Office of the Chief Executive)

Requirements

• A Secretarial Diploma or equivalent qualification. Three (3) to five (5) years’ experience in rendering support services to senior management. Excellent computer literacy skills. Advanced proficiency in Microsoft Office suite. Good Office management skills (document tracking, storage, and retrieval system). Sound organizational skills. High level of reliability.
• Ability to act with tact and discretion. Ability to research and analyse documents and situations. Good grooming and presentation skills. Self-management and motivation. Knowledge of dispute resolution process. Knowledge of basic financial management and knowledge of relevant legislations skills.
• The successful candidate must be highly reliable, self-motivated, flexible, creative, client focused and quality orientated. Excellent communication skills (verbal and written). Good accountability and ethical conduct. A valid driver’s license.

Duties

• Provide personal assistance, including a secretarial support service, to the Office of the Chief Executive. Rendering administrative support services.
• Providing support to the Chief Executive Officer regarding meetings. Supporting the Chief Executive Officer with the administration of the budget of the office. Operates and ensures that office equipment, e.g. computer systems and photocopiers are in good working order. Perform advanced typing work.
• Utilise discretion to decide whether to accept / decline or refer to other employees’ requests for meetings, based on the assessed importance and urgency of the matter. Coordinates with and sensitizes / advises the manager regarding engagements. Compiles realistic schedules of appointments. Ensure the effective flow of information and documents to and from the office of the manager.
• Ensure the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies. Obtain inputs, collates reports, e.g. progress reports, monthly reports, and management reports. Scrutinize routine submissions / reports and make notes and / or recommendations for the manager. Draft documents as required.
• Do filing of documents for the manager and the unit where required. Collects, analyses, and collates information requested by the manager. Clarifies instructions and notes on behalf of the manager. Priorities issues in the office of the manager. Manages the leave register and the telephone accounts for the unit. Handle the procurement of standard items like stationery, refreshments etc.
• Scrutinize documents to determine actions / information / other documents required for meetings. Collects and compiles all necessary documents for the manager to inform the manager on the contents. Record minutes / decisions and communicates to relevant role players, follow up on the progress made. Prepare briefing notes for the manager as required. Coordinate logistical arrangements for meetings required. Collect and coordinate all documents that relate to the manager’s budget.
• Keep record of expenditure commitments, monitor expenditure and alert managers of possible over and under spending. Acquaintance with the relevant Public Services and departmental prescripts or policies and other documents. Remain up to date with regard to the prescripts / policies and procedures applicable to the manager to ensure efficient and effective support.