Personal Assistant to the Chief Executive Officer at The South African Weather Service (SAWS)

Key Performance Areas: 

Administrative Support to the CEO 

• Manages the Executive’s diary and schedules meetings in line with the CEO’S availability. 
• Manage the office in the absence of the Executive 
• Deal with stakeholder queries and complaints and where applicable, re-assign them to the relevant division 
• Provide proper and timeous customer and stakeholder feedback. 
• Coordinate performance management for CEOs direct reports. 
• Coordinate the CEOs Performance Assessment by compiling POE in consultation with internal stakeholders. 

Meeting Coordination and Hosting Secretarial support to Executive and Management Committees 

• Schedule monthly, quarterly and ad-hoc Executive and Management committee meetings 
• Drafts meeting agendas and ensures the timeous distribution of meeting packs 
• Preparing reports, minutes, presentations, Board packs and correspondence accurately and swiftly 
• Accurate minute-taking and timeous distribution of the minutes and matters arising from meetings 
• Keeps record of resolutions and follows up on action items from meetings to ensure completion within stipulated deadlines 
• Organising the requisite refreshments/catering for meetings, where necessary. 

Office Support 

• Managing the CEO’s inbox, screening all correspondence and actioning them where appropriate and where relevant. Ensures that the CEO actions the items that need his attention timeously and providing reminders 
• Co-ordinate all correspondence to be submitted to and from the office of the CEO. 
• Answering and screening telephone calls and where applicable, forwarding these to the relevant employees for actioning 
• Accurate record keeping and filing of all documents 
• Ensuring that classified and confidential documents are kept safely 
• Typing and quality control of official correspondence, including letters, memorandums, power point presentations and general correspondence for internal and external purposes 
• Coordinates logistical arrangements for the Executive in line with procurement processes 
• Develops a database of contacts and updates same regularly to ensure current information
• Management of payments from the office including creation of requisitions and budgeting 
• Professional reception of the executive’s visitors and all ancillary arrangements. 
• Ad hoc duties and assignments as required by the Chief Executive Officer. 

Travel Arrangements 

• Manage the CEO’s (or any other team members) international and domestic travelling arrangements, including – passport application, flights, accommodation, car hire/shuttle services, itinerary and where applicable visa applications, and so forth. 
• Assist with the processing and submission of travel claims upon the Executive’s return. 
• Administer subsistence and travelling claims for the CEO. 

Stakeholder Management 

• Act 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, and so forth. 

Minimum Requirements and Attributes: 

• A relevant Administration or Secretarial qualification. 
• At least 5 years of relevant experience in an executive support role. 
• Understanding of corporate governance 
• Knowledge and experience related to Board submissions