Executive Personal Assistant at Eskom Pension and Provident Fund

Description

KEY-RESULT AREA

Provide administrative support to Executive

• Follow up any matters requiring a response form the CIO timely.
• Act as communication liaison between CIO, employees and clients.
• Prepare agenda for meetings and take minutes during meetings reflecting complete and true record of the meeting.
• Ensure relevant people receive management information e.g copies of reports, presentations prior to and/or after the meetings.
• Ensure a confidential environment is upheld at all times.
• Attend to all administrative tasks in the office of the Executive.
• Assist with administrative duties
• Compose and bind documents (letters, memoranda, minutes, agendas, schedules, reports, etc).
• Draft responses on behalf of the CIO for review as and when required.
• Attend to the accurate and timely typing of correspondence.
• Convey information by means of written documentation in an accurate, clear, concise and understandable manner.
• Compile monthly reports, following up on the receipt of information from relevant people, use standard format to capture a consolidated report for the CIO’s attention, meeting deadline for submission.
• Assist with planning and controlling of overall workflow in and out of the CIO’s office.
• Ensure timeous payment of all invoices on behalf of the CIO and the team.
• Assist the CIO in putting together presentations as and when required.
• Manage calls received so that only important, urgent and agreed calls are transferred to the Executive.
• Record messages accurately in terms of stipulated specifications, forwarding them in a timely manner.
• Follow up with the CIO on the return of calls, as required
• Adhoc research on relevant topics and report back to the CIO on the findings and constantly improve the administrative function in line with the changing world of work.

Meeting and events management administration

• Coordinate various events, arranging all logistics to achieve a successful event, this includes sourcing of venue, catering and mailing of invitations and sourcing corporate gifts
• Make logistical arrangements for visitors.
• Participate in PA Forums as and when scheduled.
• Convene various meetings and functions with internal and external stakeholders, notifying all parties within stipulated periods before the scheduled meeting.

Management of travel arrangements 

• Liaise with Procurement Department to schedule bookings of accommodation, flights and car hire for the CIO and the team.
• Organise workable travel arrangements for the Executive, which take practicalities involved in both international and local travel into consideration.
• Follow up on the timely submission and collection of relevant travel documentation such as passports and visas.
• Process requisitions and purchase orders in accordance with standard procedure.
• Acquire necessary signatures for authorisation from relevant stakeholders

Maintain a filing system

• Maintain and update all records as per the appropriate procedure.
• Record a clear paper trail for all correspondence.
• Access information in a speedy and accurate manner, as required by the Executive.
• Ensure that sensitive documentations are handled in a confidential manner and in compliance with POPIA.
• Constantly improve filing system to ensure efficiency.

Diary Management

• Maintain the electronic diary of the CIO ensuring that meetings and events do not overlap.
• Notify all parties timeously of appointment changes and identify urgent matters that need to be brought to the Executive’s attention

Requirements

TECHNICAL COMPETENCY REQUIREMENTS 

• Excellent verbal and written communication skills
• Business writing skills
• Understanding and knowledge of Microsoft Applications
• Ability to problem solve, analyse and meet deadlines.
• Minutes taking and must have good and accurate typing skills

REQUIRED MINIMUM EDUCATION/TRAINING

• Relevant Diploma (minimum NQF level 6 qualification)

REQUIRED MINIMUM WORK EXPERIENCE

• At least 4-5 years job-related experience supporting an Executive 

BEHAVIOURAL COMPETENCY REQUIREMENTS 

• Leadership
• Self-Mastery
• Executes with Excellence
• Customer centric
• Agile