1. Operational Support (30%)
• Maintain the CEO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, telephone screening and travel arrangements.
• Organise, co-ordinate and take minutes for internal and external meetings, workshops, and conferences.
• Maintain customer confidence and protect operations by keeping information confidential.
• Conduct research on subject of interest to assist the CEO in preparation of the required material and or reports.
• Perform operational tasks based on set action plans and ensure task execution between the office of the CEO and the Accounting Authority.
• Attend and prioritise on incoming matters and concerns addressed to the CEO, including those of a sensitive or confidential nature to determine appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
2. Office Management and Administration (30%)
• Perform all administrative matters in a professional, thorough, and accurate manner to ensure the efficient and smooth running of the CEO’s office.
• Draft and produce correspondence, comprehensive reports both standard and ad-hoc with minimal supervision ensuring both quality and accuracy; and follow up on resolutions taken.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies and verifying receipt of supplies.
• Comply with data protection legislation, manage PSETA documents and archive (both electronic and hard copy), archiving or disposal of documents when appropriate.
• Prioritise conflicting needs; handles matters expeditiously, proactively, and follow through on tasks to successful completion, often with deadline pressures.
• Assist with the review and revision of supporting documentation being used in processes that directly affect the office of the CEO.
3. Financial and Cost Control (15%)
• Obtain costing information to assist CEO in preparation of the budgeting and forecasting process.
• Facilitate and Identify procurement needs and complete the necessary documentation for approval and ensure compliance with procedures and legislation.
• Checks monthly projections to ensure the correctness of allocations.
• Monitors spending during the year to prevent overspend on the allocated budget.
• Investigates anomalies and rectifies as directed by the CEO.
4. Stakeholder Management (20%)
• Build relationships that are crucial to the success of the organization between the Accounting Authority and the CEO.
• Act as a liaison with the external key stakeholder relationships for the CEO offices, on matters from the Executive team and organization to ensure clear and directive communication.
• Liaise with personnel, and visitors (international and local), assist where needed, and attend to matters in a professional manner to ensure the integrity of the CEO’s office and PSETA.
• Liaise with relevant personnel to obtain information and the required documentation where required by the CEO’s office.
• Establish and maintain good relationships between the Office of the CEO, internal personnel, and external service providers.
• Diploma in Office Management / Business Management or equivalent (NQF 6)
• Advanced Diploma or Degree in Office Management / Business Management (NQF 6/7) advantageous
• A minimum of 5 years experience as Personal Assistant to the CEO or Executive
• Experience and interest in internal and external communications.
• Knowledge of office management principles, methods, and procedures.
• Knowledge of principles and methods of public and business administration to manage office procedures.
• Knowledge of archiving techniques and Records Management.
• Corporate Governance
• Ability to communicate and explain information, processes, timeframes, and deadlines
• Advanced Computer Literacy (MS Office)
• Discretion and trustworthiness
• Flexibility and adaptability
• Good oral and written communication skills
• Organisational skills and the ability to multitask
• The ability to be proactive and take the initiative
• Tact and diplomacy
• Relationship Building
• Interpersonal Skills
