Executive Secretary: CEO's Office at Technology Innovation Agency

Job Purpose:

• The Executive Secretary provides high-level secretarial, administrative and coordination support to the Chief Executive Officer (CEO), enabling the effective functioning of the Office of the CEO. The role is critical in ensuring executive efficiency, governance compliance, information flow, and stakeholder coordination in support of TIA’s strategic objectives under TIA 2.0.

Minimum Requirements

Qualifications and Experience

• Diploma in Administration or Secretarial Studies (required).
• Three-year tertiary qualification in Administration or a related field (advantageous).
• Minimum of five (5) years’ experience in a executive secretary or administrative role.
• Three (3) or more years’ experience supporting CEO or executives

Knowledge and Skills

• Sound knowledge of customer service principles and public-sector governance frameworks, including the PFMA.
• Excellent verbal and written communication skills.
• Strong organisational, time-management and prioritisation skills.
• High levels of discretion, professionalism and attention to detail.
• Problem-solving ability with a proactive and solutions-oriented approach.
• Strong teamwork and collaboration skills.

Duties and Responsibilities

Executive, Governance and Operational Support

• Provide comprehensive diary, meeting and schedule management for the CEO to ensure optimal use of executive time.
• Coordinate, prepare and quality-check documentation, correspondence and submissions for executive, EXCO and Board-related engagements.
• Pre-screen documents and requests submitted for CEO approval to ensure alignment with the Delegation of Authority, PFMA requirements and internal policies.
• Compile, collate and distribute meeting packs within prescribed timelines, ensuring decision-readiness and completeness of information.
• Record accurate minutes, track action items and follow up on commitments arising from meetings.
• Act as the first point of entry for requests to the CEO, exercising discretion, confidentiality and sound judgement in prioritisation.

Financial and Administrative Coordination

• Assist the CEO with the collation of inputs into operational and investment budgets.
• Update and maintain budget information based on approved inputs and submissions.
• Capture and track approved invoices, ensuring timely processing and maintenance of accurate registers.
• Initiate requisitions on the financial system in line with procurement and financial governance requirements.

Internal Processes and Systems

• Ensure compliance with all TIA systems and processes, including HR, finance, performance management and stakeholder information systems.
• Coordinate divisional activities and maintain an annual calendar of executive, EXCO, Board and strategic events, issuing proactive reminders as required.
• Support the effective coordination of training rooms, resources and logistics for meetings and events.

Stakeholder Relationship Management

• Maintain professional and effective working relationships with internal and external stakeholders on behalf of the CEO’s Office.
• Ensure all engagements reflect TIA’s values, service standards and professional reputation.
• Manage correspondence and enquiries efficiently, ensuring accurate record-keeping and timely resolution or referral.

Learning, Performance and Culture

• Achieve agreed Key Performance Areas (KPAs) in line with the performance agreement.
• Actively participate in performance reviews and continuous improvement initiatives.
• Identify and pursue development opportunities to enhance effectiveness and efficiency.
• Consistently demonstrate and promote TIA’s values and organisational culture.