Administrative Coordinator: Executive Personal Assistant to Chief Corporate Affairs Officer at The South African National Roads Agency (SANRAL)

POSITION OBJECTIVE

• To provide high-quality, responsive administrative and secretarial support to the Executive as well as liaison support for the Executive Leadership Team and other key stakeholders.

MINIMUM REQUIREMENTS

• A Senior Certificate (Grade 12).
• An administrative qualification at an NQF level 6.
• At least five years of relevant personal assistant experience at an executive level

ADVANTAGEOUS

• Completed or studying towards a Chartered Secretary qualification.
• Experience in dealing with diverse groups of people including CEOs, Board
• Members, Senior Executives, and/or government stakeholders.

TECHNICAL COMPETENCIES

• Able to maintain a high level of integrity and discretion in handling confidential information.
• Ability to complete high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Excellent written and verbal communication skills
• Ability to achieve thoroughness and accuracy when accomplishing a task. o Ability to stay focused on different tasks, and use your time, effectively and efficiently to achieve the desired outcome.
• Ability to understand customer’s queries to be able to resolve it at the first time.

KEY RESPONSIBILITIES

• Executive Support
• Work closely and effectively with the Executive and keep him/her well informed of upcoming commitments and responsibilities, following up proactively and appropriately.
• Act as the conduit between the Executive and internal/external stakeholders.
• Serve as the primary point of contact for internal/external stakeholders on all matters pertaining to the Executive, including those of a highly confidential and critical nature.
• Prioritise and determine the appropriate course of action, referral, and responses, exercising judgment.

Administration and office management

• Proactively support the Executive with matters within their scope of work. Filing and documentation management.
• Process incoming documents by prioritisation and distribute to the relevant party accordingly (e.g. memorandums, claims, authorisations) amongst other related responsibilities.
• 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
• Complete a broad variety of administrative tasks that facilitate the Executive’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

• Coordinate all travel requirements within the respective function.
• Coordinate and maintain calendar and schedule regarding meetings, deadlines, reports and other duties within respective function, in correspondence with other functions and external stakeholders.
• Prioritise inquiries and requests, while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Co-ordinate the timely submission of reports to relevant structures.
• Coordinate activities between functional leadership and direct reports.
• Coordinate 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.
• Organise internal and external meetings on behalf of the unit and ensure that all necessary requirements are made.
• 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.