Executive Assistant at Public Protector South Africa

Minimum Requirements :

• Bachelor of Arts degree / National Diploma in Business/Public Administration/Public Management/Office Management or an equivalent and relevant qualification at NQF level 6 as recognised by SAQA 
•  A minimum of five (5) years’ experience in Office administration or rendering administrative or secretarial support and logistical arrangements service in a high level office 
•  Must have experience of working in a legal environment 
•  Experience in public sector environment is preferred 
•  Be able to write minutes, follow-up on tasks, coordinate secretaries/admin staff for synergy of programming, Lead programming 
•  Must be proficient in MS Office, computer skills and knowledge of office software packages  
• Ensure the security, integrity and confidentiality of data and to safeguard all other PPSA records within the Private Office. 
• Contribute and assist in the design and implementation of office policies and procedures 
•  Experience in dealing with state/formal functions / visits preferred 
•  A valid driver’s license is essential or obtain it within the first (1st) six months of employment  

Competencies and skills :

•  Computer literacy, specifically Office 365  Excellent communication skills both written and verbal 
•  knowledge of office management responsibilities, systems and procedures  
• Excellent time management skills and ability to multi-task and prioritize work 
•  Attention to detail and problem-solving skills 
•  Excellent written and verbal communication skills;
• Analytical skills and pay attention to details 
•  Ability to conduct basic research 
•  Good telephone etiquette 
•  Strong interpersonal and ability to work as part of Private Office team  
• Demonstrating outstanding ability to correspond with colleagues, internal and external customers 
•  Ability to manage many tasks at once and work against short deadlines 
•  Ability to act independently and in a team
•  Ability to maintain high ethical standards, showing honesty & fairness in dealing with others and is reliable 
•  Ability to work under pressure and also to work outside of the normal working hours 
•  Experience in dealing with confidential information
•  Knowledge of Government protocol and processes Planning and organizing skills  

Duties :

• Administration Support
• Receiving calls and taking of messages 
•  Registering documents and keeping safe movement when Registrar is not at her desk 
•  Assist with preparing the venue for meetings  
• Prepare refreshments for meetings 
•  Performing secretarial and administrative duties by typing memorandum, reports, and letters

Office Management

• Participate actively in the planning and execution of PPSA events and activities where the Public Protector attends 
•  Receive and provide hospitality support to all visitors in thePrivate Office 
•  Review and make requisition for sufficient office supplies, stationery, furniture etc and update inventory list regularly 
•  Refreshments coordination 
•  Maintaining comprehensive and accurate records  

Travelling administration

• Make travel arrangements when PP and her team are travelling  Making service arrangements for Private Office fleet  Facilitate the signing of invoices from SCM 
•  Perform anyother task as assigned by the Supervisor