Senior Officer Executive Assistant (Operations) at Services Seta

Description

Provision of Office Management and Personal Assistant Services to the Executive Manager and the Operations Division

• Plan and determine required number of meetings, logistics, attendees, etc
• Produce documents, briefing papers, reports and presentations, etc as requested by Executive Manager
• Plan, coordinate and ensures the Executive Manager's schedule is followed and respected
• Ensure that the Executive Manager’s diary is up to date and efficiently managed as changes occur, or new meetings are scheduled
• Request necessary data from managers within the Operations department so that reports can be compiled
• Attend to phone calls, e-mails and messages either through first line response or forwarding as appropriate to members within SSETA
• Process incoming correspondence and action as required, e.g. update diaries, type documentation, distribute / forward information, internal and external queries
• Maintain stakeholder database and ensure that all information is accurate and up to date
• Regularly check stationery supplies to ensure sufficient stock at all times
• Maintain an up to date, orderly and logical filing system that can be easily accessed when absent

Efficient Coordination of Operations Department Meetings

• Schedule meetings as planned or requested
• Ensure that delegates are aware of what they need to prepare in terms of contribution to the meeting
• Provide a bridge for smooth communication between the Operations department and internal departments
• Compile documentation required and distribute in advance to delegates, including agendas
• Arrange logistical requirements and ensure smooth running of the meetings
• Take minutes of meetings and ensure accuracy and timeous distribution
• Analyse meeting requirements, prepare required information and advise the Executive Manager accordingly so that he/she is well prepared

Arrange and manage Events for the Executive Manager

• Arrange functions and events of the Operations department according to requirements upon request by the Executive Manager
• Determine a budget amount for these events
• Send invitations to Executive Manager’s invitees in advance
• Make sure that all hotels, travel and forex arrangements are on track and arranged as requested

Achievement of Work Plans

• Execute work plans and drive the evidence collection in real time
• Produce reports against the implementation of work plans
• Respond to audit findings with complete evidence, on time
• Implement documented data management practices
• Comply with policies and procedures in the unit
• Record, file and ensure the availability of POP information

Requirements

• National Senior Certificate, at a minimum NQF 4
• National Diploma (NQF 6) in Administration, Business Administration or Secretarial qualification, or equivalent qualification
• A minimum of 3 years of experience as a Personal Assistant, with one year experience at an Executive Management level
• Proven knowledge in working with MS Office (Word, Excel, PowerPoint)