Executive Personal Assistant (Grade 9) to the Deputy Commissioner at The Competition Commission

Key Accountabilities

The main responsibilities of the incumbent will, inter alia, include:

• Executive and Administrative Support
• Manage the Deputy Commissioner’s office operations, diary, scheduling and executive priorities.
• Screen, prioritise and coordinate correspondence, requests, calls and engagements directed to the Deputy Commissioner.
• Coordinate meeting preparation, including agendas, presentations, briefing packs, meeting notes and follow-up actions.
• Review and quality-check documents prior to the Deputy Commissioner’s review.
• Compile and consolidate reports, submissions, presentations and other executive documentation.
• Maintain confidentiality and appropriate decorum when handling sensitive information and VIP engagements.
• Assist with special projects, events and initiatives as requested by the Deputy Commissioner.
• Champion and coordinate projects emanating from the Deputy Commissioner’s Office.

Operational Coordination and Programme Support

• Coordinate and monitor strategic and operational initiatives assigned to the Deputy Commissioner.
• Track progress on projects, commitments, decisions and assigned deliverables.
• Follow up with relevant Divisional Managers, project teams and internal stakeholders on agreed actions and timelines.
• Consolidate operational reports and status updates for the Deputy Commissioner.
• Proactively identify operational issues, delays and matters requiring attention and facilitate appropriate follow-up.
• Support the Deputy Commissioner in translating executive priorities into coordinated operational delivery.

Governance and Meeting Coordination

• Coordinate management, governance and operational meetings chaired by or involving the Deputy Commissioner.
• Facilitate inputs and prepare agendas, meeting documentation and relevant briefing material.
• Take accurate minutes and maintain appropriate action and decision records, where required.
• Monitor and follow up on agreed actions and commitments.
• Ensure the timeous distribution of pre- and post-meeting information and documentation.
• Maintain accurate records and appropriate document control. 

Stakeholder Management

• Provide professional client liaison and stakeholder coordination on behalf of the Deputy Commissioner’s Office.
• Coordinate engagements with relevant internal and external stakeholders.
• Act as a liaison between the Deputy Commissioner and Divisional Managers, project teams and other relevant stakeholders.
• Facilitate effective communication and information flow between the Deputy Commissioner’s Office and operational divisions.
• Liaise with stakeholders regarding appointments, meetings, engagements and required follow-up.
• Build and maintain strong relationships across all levels of the institution.
• Ensure relevant reports and information are distributed to internal and external stakeholders as required. 

Logistics and Executive Office Coordination

• Coordinate travel and accommodation arrangements, including complex itineraries and international travel/training logistics.
• Schedule and coordinate meetings, conference calls and other executive engagements.
• Coordinate conferences, workshops, stakeholder engagements and events involving the Deputy Commissioner.
• Attend to meeting logistics, including catering, venues, parking and invitations.
• Communicate calendar and logistical changes to affected stakeholders timeously.
• Ensure all relevant operational and protocol arrangements are appropriately coordinated. 

Administrative and Information Management

• Draft, format, edit and quality-check letters, documents, templates, presentations and submissions with minimal guidance.
• Compile, consolidate and maintain reports, spreadsheets and meeting materials.
• Develop and maintain an efficient records management and retrieval system.
• Maintain confidential files, records and sensitive information appropriately.
• Coordinate office administrative requirements and maintain relevant expenditure records.
• Provide general administrative support necessary for the effective functioning of the Deputy Commissioner’s Office.
• Proactively identify operational issues and provide practical solutions to support smooth office operations.

Requirements

We are looking for a highly organised, proactive and experienced executive support professional who meets the following requirements:

• A completed NQF Level 6 qualification in Office Management, Public Administration, Business Administration or related. A completed NQF Level 7 qualification would be an added advantage.
• A minimum of 6 years’ proven executive personal assistant and/or executive-office coordination experience, supporting a senior executive such as an Executive Manager, Deputy Commissioner, Executive Director or equivalent. 8+ years' proven executive personal assistant and/or executive-office coordination experience, supporting a senior executive such as an Executive Manager, Deputy Commissioner, Executive Director or equivalent is an added advantage.
• Demonstrated experience in coordinating executive schedules, complex logistics, travel and high-level engagements.
• Experience in supporting governance, management and operational meetings, including the preparation of agendas, briefing material, minutes and action tracking.
• Experience in coordinating and monitoring executive projects, commitments and deliverables.
• Experience in reviewing and ensuring the quality and accuracy of documents prior to executive review.
• Experience in stakeholder coordination and liaison across different levels of an organisation and with external stakeholders.
• Knowledge of billing, invoicing and reconciliation processes in collaboration with relevant divisions.
• Knowledge of public relations and maintaining the professional image of an executive office.
• Advanced proficiency in the MS Office Suite.
• Excellent planning, organising and time-management skills.
• Flexibility to work overtime and/or irregular hours. 

Personality and Attributes

Over and above well-developed technical skills, the incumbent must demonstrate:

• Fit with the Commission’s Values – Communication, Ownership, Making a difference, Professionalism, Employee Welfare, Teamwork and Efficiency.
• Professionalism and a high degree of discretion.
• Strong planning and organising capability.
• Excellent attention to detail.
• Sound judgement and problem-solving ability.
• Strong stakeholder coordination and relationship-building skills.
• Initiative and a proactive approach to executive support.
• Excellent written and verbal communication skills.
• Strong time-management and prioritisation skills.
• Resilience and the ability to manage competing priorities.
• Ability to handle confidential information appropriately.
• Ability to operate effectively in a highly pressurised environment.