Executive Personal Assistant (2673) at The South African National Roads Agency (SANRAL)

MINIMUM REQUIREMENTS:

• An Administrative qualification at an NQF level 6
• Proficiency in MS suite
• At least five years of relevant personal assistant experience at an executive level.
• Good understanding of HR analytics
• Proficiency in report writing

KEY RESPONSIBILITIES:

Executive Support

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

Administration and office management

• Proactively support the CHRO of the respective function with matters within their scope of work.
• Responsible for filing and documentation management for the CHRO and the respective function as required.
• Process incoming documents by prioritisation and distribute to the relevant party accordingly (e.g. memorandums, claims, authorisations) amongst other related responsibilities for the CHRO 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
• Complete a broad variety of administrative tasks that facilitate the CHRO’s ability to effectively lead the Division, 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 / Meetings

• Co-ordinate all travel requirements within the respective function.
• Co-ordinate and maintain calendar and schedule of the CHRO regarding meetings, deadlines, reports and other duties.
• Prioritise inquiries and requests, while trouble shooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• 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.
• Organise internal and external meetings on behalf of the CHRO ensuring all necessary requirements are made e.g., meeting venue, presentations, agenda 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 enquires from external stakeholders within the respective function.