Personal Assistant to Executive: Weather Climate Service at The South African Weather Service (SAWS)

Summary:

• The position of Personal Assistant to the Executive – Weather Climate Service (WCS) is mainly responsible to provide professional and efficient secretarial and administrative support to the
• Executive. Maintaining executive’s diary and arranging meetings, conferences etc. Attending meetings

and taking minutes.
Key Performance Areas:

KPI 1 Diary Management

• Manages the executive’s diary and schedules meetings and where applicable, book meeting rooms accordingly.
• Drafts meeting agendas and ensure the timeous distribution of meeting packs
• Accurate minute taking and timeous distribution of these and matters arising from meetings
• Follows up on action items from meetings to ensure completion within stipulated deadlines.
• Manage office in absence of Executive.

KPI 2 Hosting and Meeting Coordination

• Professionally greeting of the executive’s visitors on arrival at SAWS and escorting them to the Office/Boardroom.
• Organising the requisite refreshments for meetings where necessary

KPI 3 Administration/Office Support

• Managing the executive’s inbox, screen all correspondence and action them where appropriate
• and where relevant, ensures that the executive actions the items that need his attention.
• Answering and screening telephone calls and where applicable, forward these to the relevant
• employees.
• Accurate record keeping and filing of documents. Ensuring that classified and confidential
• documents are kept safely.
• Preparing reports, presentations, Board packs and correspondence accurately and swiftly.
• Typing of official letters, memorandums, and general correspondence for internal and external
• purposes.
• Coordinates logistical arrangements for the Executive in line with procurement process.
• Develops a database of contacts and updates regularly to ensure current information.

KPI 4 Travel Arrangements

• Manage the executive’s (or any other team member) travelling arrangements including –
• flights, accommodation, car hire, itinerary etc.
• Assist with the processing and submission of travelling claims the Executive’s return.

KPI 5 Stakeholder Management

• Acting as the point of contact among executives, employees, clients, and other external
• partners
• Coordinate the function’s compliance and annual submissions e.g., Declarations of Interest,
• requests from auditors, performance agreements and assessments, APP reports etc.

Minimum Requirements:

• A National Diploma in administration or secretarial qualification (NQF 6).
• At least 5 years of relevant experience in an executive support role.
• Knowledge and experience related to Board submissions will also be an added advantage.

Attributes and Competencies:

• Excellent interpersonal skills
• Administrative skills
• Good organizational skills and detail oriented.
• Good written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, PowerPoint, Word, and Excel)

Closing Date: 28 January 2026