Executive Personal Assistant at Council for Geoscience (CGS)

KEY RESPONSIBILITIES

Executive Office Support

• Manage access to the Executive Manager’s office through the setup of appointments and management of the Executive Manager’s diary.
• Make accommodation, flight, road and other travel arrangements.
• Setup and coordinate meetings with both internal and external clients of the CGS.
• Manage calls in and out of the Executive Managers’ office.
• Receive clients & visitors to the Executive Manager’s office.   

Correspondence, records and documentation management

• Handle all incoming & outgoing correspondence.
• Establish and maintain an efficient and effective correspondence and document management system for the Executive Manager’s office.
• Prepare type or edit correspondence & documentation as required.
• Archive Executive Manager’s office documentation as per prescribed schedule / requirements.

Office administration

• Coordinate approval processes and tasks for other departments and sections.
• Process all travel and related requisitions and claims.
• Assist with the management of the Executive Manager’s office cost centre.
• Coordinate the acquisition of office supplies and materials for the office.
• Coordinate maintenance of the office infrastructure and condition.
• Monitor & control own and the Executive Manager’s office telephone accounts within prescribed levels.

 Management systems & Organizational support

• Provide secretarial support for committees and forums chaired by the Executive Manager’s.
• Organize events and functions presided over by the Executive Manager’s.
• Compile reports as may be required for the Executive and Management use.
• Any other reasonable duties and tasks assigned by the Executive Manager.

Financial Management

• Ensure proper procurement and financial administration within the office of the Executive Manager.
• Process S & T claims for in the Executive Manager’s office.
• Purchase office consumables and stationery for the Executive Manager’s office.
• Ensure compliance and adherence to CGS procurement processes.

 Stakeholder Relations

• Engage, establish and build relationships with various internal and external stakeholders. i.e. Department, Regional Offices.

People Management (Learning and Development)

• Compile and submit own Personal Development Plan.
• Participates in relevant and application training courses, workshops etc. as needed/directed.
• Contribute to the knowledge exchange or sharing activities.

EDUCATIONAL QUALIFICATIONS

• Grade 12; and
• Three (3) year National Diploma (NQF Level 6) or Degree in Administration or equivalent qualification.

KNOWLEDGE AND EXPERIENCE

• 5 years’ experience as an Executive Assistant to a member of Executive Management and/or at an Executive level.
• Experience in and understanding of executive support environment, office administration and secretarial practices.
• Experience in an executive secretary/PA role requiring tact, judgement and discretion in handling internal and external stakeholders.
• Fully computer literate with an advanced level of MS Office.
• Excellent typing skills (60 wpm).
• Knowledge and technical skills or proven expertise in Diary Management, Email Monitoring, Meeting Logistics, Travel Arrangements, Records and Archive Management, Events Coordination, and Customer Services.
• Ability to filter information and assess priorities to manage own workload with conflicting demands and during busy work periods.
• Understanding of protocol matters regarding government, parliament, and other-key stakeholders.
• Ability to develop and maintain good working relationships at all levels.
• Ability to think ahead and anticipate needs before they arise.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.
• Strong organisational and planning skills with ability to prioritise.
• Well-developed interpersonal skills.