Executive Personal Assistant to Human Resources Executive at Legal Aid South Africa

KEY OUTPUTS

Executive Support:

• Manage and coordinate the HR Executive’s calendar, including scheduling meetings, appointments and travel arrangements.
• Prepare agendas, briefing materials and presentations for meetings and events.
• Act as the point of contact between the HR Executive and internal/external stakeholders.
• Handle and prioritise correspondence, including emails, phone calls, and letters.

Administrative Management:

• Maintain an organised filing system for documents and records.
• Draft and proofread correspondence, reports and presentations.
• Coordinate logistics for meetings, conferences and workshops.
• Manage office supplies and ensure the efficient functioning of the HR Executive’s office.

Confidentiality and Professionalism:

• Handle sensitive information with utmost confidentiality and discretion.
• Demonstrate professionalism in all interactions with stakeholders.

Project Coordination:

• Assist the HR Executive in tracking and managing key HR projects.
• Liaise with team members and departments to ensure deadlines and deliverables are met.
• Provide support in compiling reports, data and statistics for HR initiatives.

Relationship Management:

• Foster and maintain professional relationships with internal and external stakeholders.
• Act as a liaison between the HR Executive and other departments or organisations.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED              

• National Diploma or Bachelor’s Degree in Office Administration, Business Administration or related field.
• At least five (5) years of experience as a Personal Assistant or Executive Assistant, with two (2) years supporting at an Executive level.
• Proficiency in the MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with a professional demeanour.
• Ability to build and maintain relationships at all levels of the organisation.
• High level of integrity and confidentiality.
• Attention to detail and accuracy.
• Ability to work under pressure and manage competing priorities.
• Able to create functional integration between the Office of the HRE and Executives.
• Ability to implement best practices and work effectively with Executive Management.
• Able to partner with Executive Management to support the achievement of strategic objectives through effective secretarial support processes.
• Effective working relationship with the HRE and Executive Management.
• Excellent analytical and organisational skills, business acumen, the ability to deal with ambiguity, meet demanding deadlines and manage projects.
• Consulting skills and a collaborative style are necessary for this position. Basic financial and people skills are necessary.
• Experience that would assist the incumbent in driving a service excellence mindset and building relationships between the HRE and Executives.
• Experience in strategic and business planning and monitoring and reporting.