Executive Personal Assistant to Chief Corporate Affairs Officer

POSITION OBJECTIVE

To provide high-quality, responsive administrative and secretarial support to the Executive as well as liaison support for the Executive Leadership Team and other key stakeholders.

MINIMUM REQUIREMENTS

• A Senior Certificate (Grade 12).
• An administrative qualification at an NQF level 6.
• At least five years of relevant personal assistant experience at an executive level

ADVANTAGEOUS

• Completed or studying towards a Chartered Secretary qualification.
• Experience in dealing with diverse groups of people including CEOs, Board
Members, Senior Executives, and/or government stakeholders.

TECHNICAL COMPETENCIES

• Legal, Compliance and Risk: Experience within a public sector and/or legal, risk, and compliance unit.
• Internal Audit: At least five years of exposure within an auditing (internal or external) environment
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Ability to complete high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
o Excellent written and verbal communication skills
o Ability to achieve thoroughness and accuracy when accomplishing a task. o Ability to stay focused on different tasks, and use your time, effectively and efficiently to achieve the desired outcome.
o Ability to understand customer’s queries to be able to resolve it at the first time.

KEY RESPONSIBILITIES

Executive Support
• Work closely and effectively with the Executive and keep him/her well informed of upcoming commitments and responsibilities, following up proactively and appropriately.
• Act as the conduit between the Executive and internal/external stakeholders.
• Serve as the primary point of contact for internal/external stakeholders on all matters pertaining to the Executive, including those of a highly confidential and critical nature.
• Prioritise and determine the appropriate course of action, referral, and responses, exercising judgment.

Administration and office management
• Proactively support the Executive with matters within their scope of work. • Filing and documentation management.
• Process incoming documents by prioritisation and distribute to the relevant party accordingly (e.g. memorandums, claims, authorisations) amongst other related responsibilities.
• Type and draft correspondences such as memo’s and letters amongst others when required
• Ensure timely and quality submissions of reports to the Office of the CEO/Board Committees
• Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead the department, including: assisting with special projects; designing and producing complex documents, reports and presentations; collating and preparing information for meetings with management, staff and external stakeholders; composing and preparing correspondence

Co-ordination
• Coordinate all travel requirements within the respective function.
• Coordinate and maintain calendar and schedule regarding meetings, deadlines, reports and other duties within respective function, in correspondence with other functions and external stakeholders.
• Prioritise inquiries and requests, while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Co-ordinate the timely submission of reports to relevant structures.
• Coordinate activities between functional leadership and direct reports.
• Coordinate facilities-related requirements for the team i.e. arrangement of laptops, access cards etc.

Meetings
• Compile meeting agendas in collaboration with the respective chairperson of the meeting.
• Organise internal and external meetings on behalf of the unit and ensure that all necessary requirements are made.
• Responsible for accurate and complete minute-taking and timely distribution thereof, including management of action points.

Compliance & Stakeholder Liaison
• Ensure compliance of submission dates to relevant structures.
• Ensure liaison of respective function with other functions within SANRAL as well as external stakeholders
• Attend to general inquiries from external stakeholders within the respective function.

EMPLOYMENT REFERENCE CHECKS

Employment reference checks are a requirement as part of SANRAL’s recruitment and selection process. In order for SANRAL to conduct these checks a consent form needs to be completed and signed by the applicant. As an applicant of this position, you authorize SANRAL to process all the information provided for the purpose of your application for the position as well as the verification and record keeping of such credentials. Please note that this is a confidential document and is intended for internal use by SANRAL’s Human resources department only.

EMPLOYMENT EQUITY

Appointments will be made in accordance with SANRAL’s Employment Equity plan. SANRAL reserves the right not to fill any position.

Closing date for applications: 21 December 2023

Please submit your application using SANRAL’s Career Portal.

Click here to apply

All the best with your applications