Personal Assistant to the CFO at The Universal Service and Access Agency of South Africa (USAASA)

Key Responsibilities: 

• Performs standard office tasks such as answering telephones, and taking and disseminating messages, extensive diary management, filing documents, ordering of supplies, and booking meetings (internal and external), events, conferences, trainings, etc for the Office of the CFO. 
• Handle all correspondences and communications including mails, letters, memorandums, submissions, responding to routine mails, handling telephone and customer enquiries related to the Office of the Chief Financial Officer. 
• Organizes, updates, and maintains confidential filling systems in the Office of the CFO. 
• Obtain, proofread, handle, maintain, disseminate and prepare responses on correspondences, meeting materials/packs, schedules, reports, letters, submissions, memos and high-quality presentations on matters addressed to the Office of the CFO; including identifying and highlighting red flags in regard to compliance matters. 
• Proactively coordinate, manage, and keep the Office of the CFO on track with schedules, projects, and commitments. 
• Develop and maintain an appropriate follow-up procedure so as to ensure that all projects, reports, and task associated with or originating from the Office of the CFO are completed. 
• Maintain high standards of professionalism, efficiency, personal communication, discretion, and independent judgment. 
• Analyse complex issues and apply investigative techniques to find answers to offer solutions. 
• Coordinate daily workflow, maintaining appropriate routines and procedures. 
• Checks submissions and any other documents for accuracy and for compliance with the submission requirement prior to submitting such to the CFO for signature. 
• Supports and coordinates various Committees meetings in the Office of the CFO and drafts and maintains minutes in the required format. 
• Maintains positive relationships with internal and external clients. 
• Undertakes special assignments or projects on a wide variety of responsibilities as assigned by the CFO from time to time. 
• Preparing and arranging local and international travel schedules including itineraries, flights, hotels and transportation for the CFO. 
• Assists with alignment of monthly and quarterly reports submitted by all sections within the Office of the CFO. Prepares and provides inputs into the monthly and quarterly reports for the CFO’s office. 
• Manages a tracking system or register of internal and external documents and queries. 
• Assists CFO to monitor delivery of key tasks and implementation of resolutions from various Committees meetings. 
• Coordinates risk workshops and assists in ensuring that responsible managers update risk registers on a monthly and quarterly basis. 
• Coordinates stationery requirements for the Office of the CFO to ensure sufficient stationery is always available. 
• Provides other administrative support in the Office of the CFO. 
• Liaison with staff, vendors, business partners and the public on CFO’s behalf.  

Minimum Requirements & Experience 
Qualifications/Knowledge

• Relevant National Diploma or Degree preferably in Executive Secretarial or related qualification. 
• At least five (5) years or more relevant experience in executive secretarial duties with a strong PA background from a public service, preferably public entity. 
• Proven experience of working in a senior secretarial capacity. 
• Organized individual, who can show initiative, anticipates needs and demonstrates self-prioritization of tasks.