Personal Assistant to the Chief Strategic Adviser Reference Number: NGB/005-2024 at The National Gambling Board

KEY PERFORMANCE AREAS 

Diary Management and Meeting Coordination 

• Manages the diary with guidance from the CSA by diarising and scheduling meetings promptly and correctly. 
• Records meetings on electronic calendar to allow for viewing by the CSA. 
• Secures boardrooms and arranges refreshments for the CSA’s visitors. 
• Meets and greets CSA’s visitors on arrival at the National Gambling Board to escort them through to the Office / Boardroom. 
• Follows up on action items from meetings to ensure completion within stipulated deadlines. 
• Prepares itinerary that includes details regarding dates, travelling times, maps / directions, addresses, phone numbers, e-mail addresses, parking and contact persons. 
• Checks travel plans a few days prior to departure to ensure all is in order. 
• Submits approved travelling claims for payment upon the CSA’s return for purposes of re-imbursement. 

 Secretarial support 

• Types business letters, memorandums and general correspondence for internal and external purposes. 
• Assists with preparing of meeting packs. 
• Assists with collating information for preparation of meetings. 
• Coordinates responses to routine correspondence for the Office of CSA. 
• Transcribes minutes of meetings distributes to relevant role players. 

 Office support 

• Screens telephone calls to prevent unnecessary interruptions. 
• Correctly records and relay’s messages promptly to the CSA. 
• Addresses queries from stakeholders and / or channels queries to correct role players. 
• Acts as the Point of contact for within the CSA’s office to ensure smooth operations. 
• Maintains an effective filing system for ease of tracking and retrieval of documents. 
• Develops a database of contacts and updates regularly to ensure current information. 
• Develops good working relations with relevant personnel for ease of execution of duties. 
• Provides ad-hoc administrative assistance as and when required. 

 Administration of performance information 

• Ensures that all direct reports of the CSA have scorecards in place. 
• Coordinates the performance management process between the CSA and direct reports. 
• Ensures performance agreement of direct reports are signed, submitted on time and filed for easy reference. 
• Ensures quarterly reviews take place and assessment sheets are signed and filed. 
• Follows up on action items in relation to performance improvement for direct reports. 
• Tracks performance progress of direct reports in relation to the overall goals on the performance agreement of the CSA. 

 Records Management 

• Ensure that records management is performed in accordance with NGB approved file plan and electronic document management system. 

 MINIMUM JOB REQUIREMENTS 

Qualifications

• Three years National Diploma or Degree in Administration or Management. 

 Experience

• Five (5) years relevant experience as a Personal Assistant of which three (3) years relevant secretarial experience to an Executive Manager.