Deputy Director: Executive Support at Department Of Tourism

REQUIREMENTS :

• A recognised NQF Level 7 qualification in Public Administration/ Management/ Office Administration. Five years’ relevant working experience in providing executive support, of which three years must be at a supervisory level. Knowledge of administrative procedures. Knowledge of project management. 

DUTIES :

• The successful candidate will be responsible for planning and scheduling all meetings and updating the diary based on Ministerial and Parliament’s schedule; managing the DG’s diary for appointments and meetings; liaising with the Minister’s office on a daily basis to check the Minister’s availability for branch events as and when the Minister is required to attend these events;
• liaising with Ministry on the Minister’s local and international events and checking if the DG/ Departmental support is needed and loading the information on the departmental calendar; ensuring that statutory meetings are loaded on the departmental calendar; liaising with the Parliamentary Liaison Officer in Cape Town to determine Parliament’s calendar for Cabinet Lekgotlas, Departmental presentations to the Portfolio Committee etc; updating the department’s calendar regularly; sourcing minutes and other information on internal and external meetings attended by the DG; identifying and following up with relevant branches/units tasked with the implementation of decisions and resolutions; preparing progress reports regarding the implementation of decisions; coordinating the preparation and support for all DG’S meetings;
• ensuring that the DG receives briefing notes for meetings one week before the meeting; ensuring that meeting files are prepared two days before the meetings; ensuring that all logistical arrangements for meetings are well coordinated; travelling with DG to provide executive and admin support; receiving minutes of Top Management meetings and developing action lists of the decisions from the meetings; making follow ups with DDG’s and branch administrators on progress report of action list derived from Top Management Minutes; assisting the DG in day to day activities; managing the office of the DG’s reception; typing letters as directed by the DG; handling confidential matters/ correspondence intended for the DG; ensuring the effective and efficient functioning of the DG’s office; ensuring alignment of time with departmental strategic priorities and targets;
• writing reports and general correspondences; preparing and compiling monthly performance reports for Office of the DG meetings; liaising with internal and external clients; maintaining information sharing between the DG and stakeholders; screening incoming calls and directing them to relevant officials; ensuring hospitality in the office of the DG; establishing and maintaining professional relationships with clients and stakeholders, different Ministries and the SAT Board; handling and coordinating all inter departmental communication to the DG; manage the travel arrangements for domestic and international trips and ensure that meetings are well coordinated, procurement of goods and services for the office, manage the messenger driver services for the DG’s office.