Personal Assistant

Overview

Receive and screening phone calls, emails and drafting professional correspondence. Responds to enquiries received from internal and external stakeholders.

Requirements

• Grade 12 plus an NQF 6 qualification in Personal Assistant / Secretarial / Office Management / Public Administration / Management Assistant or equivalent as recognised by SAQA
• Minimum of one (1) to two (2) years’ working experience in the following: rendering support to the Executive Management, in minutes taking, in managing traveling arrangements, namely: developing travelling itineraries, arranging flights and accom modation
• Two (2) years’ experience in electronic calendar management, in Microsoft Office Suite
• namely: Outlook and Excel and in other relevant software, namely: Zoom and MS Teams
• Skills and Knowledge: Basic knowledge of the relevant legislation/policies / prescripts, and procedures governing public service
• Basic knowledge of financial administration
• Exceptional organisational skills: Ability to manage multiple tasks simultaneously with meticulous attention to detail
• Strong communication skills: Excellent written and verbal communication skills to effectively interact with diverse individuals at all levels and backgrounds
• Proficiency in technology: Knowledge in Microsoft Office Suite, calendar

Responsibilities

• Receive and screening phone calls, emails and drafting professional correspondence
• Responds to enquiries received from internal and external stakeholders
• Acting as the primary point of contact, greeting visitors, and directing inquiries to the appropriat e Directorates, Perform advanced typing work
• Operates and ensures that office equipment, e.g. fax machines and photocopiers are in good working order
• Ensures the safekeeping of all documentation in the office by organising and maintaining secure digital and physical filing systems for easy retrieval
• Preparations and proofreading of submissions, and collating reports, memos, and presentation materials
• Collects, analyses and collates information requested by the Chief Direc tor
• Clarifies instructions and notes on behalf of the Chief Director
• Coordinating meeting schedules, booking appointments, and resolving scheduling conflicts for the Chief Director
• Coordinates logistical arrangements for the meetings , which entail preparing agendas, booking meeting rooms, arranging catering, and taking accurate meeting minutes/decisions and communicates to relevant role-players
• Follows up on progress made
• Organises travel itineraries, books flights, and arranges cor porate accommodation
• Manages the leave register submissions for the unit
• Ordering and managing office supplies, stationery, equipment and refreshments to prevent shortages
• Keeps record of expenditure commitments and monitor BAS report to ensure efficient financial management
• Remains up to date with regard to the prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the Chief Director

How to apply

Apply on source site