Executive Personal Assistant to the Commissioner, Office of the Commissioner (Grade 8) at The Competition Commission

Skills and Experience

We are looking for a dynamic, hardworking and a committed individual who meets the following requirements:

• A three-year Tertiary qualification. A post diploma or graduate qualification in Public Administration will be an added advantage.
• Minimum 5 years’ experience as Executive Personal Assistant. 10 years’ relevant experience as Executive Personal Assistant will be an added advantage.
• Language Skills: Ability to read, analyse, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Intermediate Numerical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.
• High Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other considerations/knowledge requirement

• Public Relations
• Financial Management
• Computer Literacy: Internet MS Office, Outlook
• Office Administration or Secretarial course
• Minute Taking
• Flexibility to work overtime and/or irregular hours
• Code 8 Drivers license

Key Accountabilities

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

Administration

• Develop and maintain a general filing and retrieval system for the Commissioner.
• Provides general administrative support to the Commissioner (answering phone calls, taking minutes at meetings, receive and distribute correspondence, copying, printing, mailing, scanning and binding, etc.)
• Management of meeting preparation including creation of agendas, presentations, meeting notes, and follow-up items.
• Compile and consolidate reports.
• Scheduling and coordinating online meetings, conference calls and remote interviews. Timeous distribution of pre-meeting and post-meeting information and documents.

Secretarial Support

• Maintains internal and external contact list for the Commissioner.
• Manages meeting and travel arrangements potentially involving multiple locations and individuals; prepares complex itineraries that may require changes and prepare subsequent final expense reports.
• Welcome visitors by greeting them, in person or on the telephone; answering or directing inquiries, arranging lunch and/or dinner and assisting them in their travel arrangements, if needed.
• Remain current regarding Commissioner ’s priorities on a daily basis.
• Communicate calendar changes to those affected in a timely manner.
• Receive and screen telephone calls, review emails for priority information and meeting requests as directed, to prioritize incoming information and/or appointments.
• Coordinate catering services for events and meetings and keep record of expenditures.
• Arrange parking for visiting individuals.

Management Support

• Drafts letters and documents required with minimal guidance, format templates, documents and presentations, editing and quality checking, etc.
• Assist with projects that require analysis, organization, & research.
• Create and manage meeting materials that may include creating complex presentations, charts and spreadsheets.
• Management of meeting preparation including creation of agendas, presentations, meeting notes, and follow-up items.
• Maintain the required level of confidentiality and decorum when working with sensitive information and VIP guests.

Stakeholder Management

• Supports interdepartmental communications and communications with external clients; this will involve extensive collaboration with internal and external contacts.
• Develop and co-ordinate a structured programme of interaction between the Commissioner and the executive of the CC
• Liaise with relevant stakeholders to schedule/cancel appointments and remind them of appointments.
• Builds and maintains strong relationships across all levels of the organization.
• Provide professional client liaison and public relations service to all stakeholders.

Personality and Attributes:

Over and above well-developed technical skills in your specialisation areas, the incumbent must demonstrate, inter alia:

• Must demonstrate fit with the Commissions Values (Communication, Ownership, Making a difference, Professionalism, Employee Welfare, Teamwork, Efficiency.
• Ability to present in front of people
• Task oriented individual who is simultaneously proactive and responsive
• Excellent organisational skills.
• Apt problem-solving ability.