Executive Personal Assistant - REF: EXECPA- JW382/2023 at Johannesburg Water

PURPOSE

To provide administrative support to the Executive Manager: HR & CS with day-to-day functions by receiving and handling information.

KEY RESPONSIBILITIES

• Attend to incoming calls, daily, take messages on behalf of the Executive Manager HR & CS. Screen and re-direct the calls to the relevant personnel on a daily basis.
• Make outgoing calls, contact relevant officials, both internally and externally, leave messages or obtain information on a daily basis.
• Schedule appointments and monthly meetings and diarise these for the Executive Manager HR & CS, on a daily basis.
• Update the Executive Manager: HR & CS diary on a weekly basis to ensure that appointments are adhered to. Make local, national and international travel arrangements as and when required. Create PO Requisitions on receipt of quotations.
• Ensure that petty cash float is kept at maximum level. Receive reports from executives, Divisional Managers and consolidate.
• Filing of correspondence on a daily basis. Creating new files. Write minutes and action logs, as and when required.
• Distribute minutes and follow up on action logs.
• Procure goods and services via SAP, on-going.
• Co-ordinate and administer of goods and services provided, on-going.
• Prepare correspondence on a daily basis for internal memos, general notices, reports, presentations, external letters, minutes, works requests, request for change forms, internal staff.
• Organising the office and general administrative duties of running the office effectively, daily. Daily, track incoming and outgoing files through a register.

JOB REQUIREMENTS

Essential qualifications and experience:

• Grade 12 (NQF 4) with at least 6 months secretarial certificate or Diploma (NQF 5 / 6) 
• 3 years’ administrative or secretarial experience with strong writing and communication skills ; computer literacy ; strong leadership and interpersonal skills