Administrative Coordinator (2728) at The South African National Roads Agency (SANRAL)

MINIMUM REQUIREMENTS

• An administrative qualification at an NQF level 6.
• At least five years of relevant personal assistant experience at an executive level

ADVANTAGEOUS

• Achieved / Studying torwards chartered secretary.
• Experience in dealing with diverse groups of people including CEOs, Board
• Members, Senior Executives, and/or government stakeholders.

KEY RESPONSIBILITIES

Executive Support

• Work closely and effectively with the CPO to keep him/her well informed of upcoming commitments and responsibilities, following up proactively and appropriately.
• Act as conduit between the CPO and internal/external stakeholders.
• Ensure professionalism, privacy and high confidentiality in handling all matters in the CPO's office.
• Serve as primary point of contact for internal/external stakeholders on all matters pertaining the to the CPO, including those of highly confidential and critical nature.
• Prioritise and determine appropriate cause of action, referral and responsive, exercising judgment to reflect CPO's style and SANRAL policy.

Administration and office management 

• Proactively support the CPO of the respective function with matters within their scope of work.
• Responsible for filing and documentation management for the CPO and the respective function required.
• Process incoming documents by prioritisation and distribute to the relevant party accordingly (e.g. memorandums, claims, authorisations) amongst other related responsibilities for the CPO and the division.
• Type and draft correspondences such as memo's and letters amongst others when required.
• Ensure timely and quality submissions of reports to the Office of the CEO/Board Committees.
• Completea broad variety of administrative tasks that facilitate the CPO's ability to effectively lead the department, including; assisting with special projects; designing and producing complex documents, reports and presentations; collating and preparing information for meetings with Management, staff and external stakeholders; composing and preparing correspondence.

Co-ordination 

• Co-ordinate all travel requirements within the respective function.
• Co-ordinate and maintain calendar and schedule of the CPO regarding meetings, deadlines, reports and other duties within respective function, in correspondence with other functions and external stakeholders.
• Prioritise inquiries and requests, while trouble shooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Co-ordinate the timely submission of reports to relevant structures for the CPOand division.
• Co-ordinate activities between functional leadership and direct reports.
• Co-ordinate facilities-related requirements for the team i.e. arrangement of laptops, access cards etc.

Meetings 

• Compile meeting agendas in collaboration with the respective chairperson of the meeting, CPO and division.
• Organise internal and external meetings on behalf of the CPO ensuring all necessary requirements are made e.g., meeting venue, presentations, etc.
• Responsible for accurate and complete minute-taking and timely distribution thereof, including management of action points.

Compliance & Stakeholder Liaison

• Ensure compliance of submission dates to relevant structures.
• Ensure liaison of respective function with other functions within SANRAL as well as external stakeholders
• Attend to general inquiries from external stakeholders within the respective function.