Personal Assistant and Committee Secretary

Position: Personal Assistant and Committee Secretary
Department: Legal
Closing Date: 27 January 2026

1. JOB PURPOSE
   This position, which reports to the Director: Legal requires strong administrative and secretarial
   experience. The main responsibilities include:
   a) Providing high-level administrative support to the Director: Legal and the Legal Department,
   including diary management, stakeholder interactions, and procurement.
   b) Acting as Secretary to the Disciplinary Committee, handling meeting scheduling, agenda
   preparation, minute-taking, invoice processing, logistical arrangements, and document
   management.
   c) Ensuring efficient and accurate management of physical and electronic information, as well as
   maintaining the database for Disciplinary files.
   d) Supporting ad-hoc tasks as required while maintaining professionalism and high levels of
   accuracy in a fast-paced environment.

2. KEY PERFORMANCE AREAS
   Administrative assistance to Director: Legal
   a) Diary management: scheduling internal and external meetings, compiling meeting packs,
   booking meeting venues, arranging for refreshments, and where necessary, travel logistics.
   b) Stakeholder interactions: Corresponding with external and internal stakeholders as directed.
   c) Annual audit support: retrieve and collate documents requested by the Auditor General,
   prepare requests for information and draft responses to any audit queries for the Director:
   Legal.
   d) Budget formulation and adherence support: provide input into the departmental annual
   budget, compile accurate cost schedules for every hearing and timeous processing of
   invoices.
   e) Internal documents, reporting and projects: provide input into internal process documents
   and policies. Review documents submitted to Director Legal and manage various team
   submissions, reporting deadlines and projects.

Administrative assistance to Lega Department
a) Attend to general departmental administration for the legal department including filing, archiving,
processing of invoices, and management of departmental annual subscriptions.
b) Procurement of departmental purchases, which includes the preparation of relevant requisitions,
confirmation budget availability and engaging with Supply Chain Management and ensuring
compliance in every procurement.
c) Management of department physical and electronic information.
d) Ensure compliance with organizational requirements such as leave requests and claim forms.

Secretary to the Disciplinary Committees
a) Maintaining a register of disciplinary matters.
b) Facilitating the appointment of committee members.
c) Assisting with the onboarding of new Committee members.
d) Assist with compiling the annual hearing plan and obtaining committee members’ availability for
planned hearings.
e) Preparing and issuing notices of set down.
f) Preparation of meeting documents.
g) Receiving, reviewing and transmitting hearing evidence bundles and well as communication and
processes exchanged between the Committee and the Parties.
h) Processing committee claims.
i) Facilitating the committee’s annual performance assessments and declaration process.
j) Compiling, printing and archiving minute books for every hearing.
k) Filing of committee or hearing relevant documentation.
l) Providing administrative and logistical support to the committee

2. KNOWLEDGE, EXPERIENCE AND ATTRIBUTES
   Qualifications and Previous work experience
   a) Grade 12 and/or appropriate Office Administration Diploma, Secretarial Diploma or any other
   relevant training as a Legal, Executive or Committee Secretary.
   b) A minimum of 5 years’ experience as an Executive Secretary/Legal Secretary /Committee
   Secretary or in similar administrative role.
   c) Must be proficient in MS Office.
   d) Committee secretary experience would be advantageous.

Attributes
The following attributes are required of the incumbent:
a) Unquestionable integrity and objectivity.
b) Excellent attention to detail.
c) Excellent verbal and written communication in English.
d) Good interpersonal skills.
e) Emotionally mature.
f) Professional attitude.
g) Able to work independently in a fast-paced environment.
h) Deadline-driven with high levels of accuracy.

3. HOW TO APPLY
   Please electronically complete and submit the application form available at the following link:
   PERSONAL ASSISTANT: LEGAL AND COMMITTEE SECRETARY – Fill out form

Electronic completion of all fields in the form is compulsory. Only fully completed and forms submitted
electronically at the above link will be considered. No late submissions will be considered.

The IRBA is an employment equity employer. Correspondence will be limited to short listed
candidates only. Only candidates who meet the requirements should apply. The IRBA reserves
the right not to make an appointment. By applying, the applicant gives permission to the IRBA
to perform background, security, credit and reference checks and to verify documents and
qualifications. Shortlisted candidates will be asked to complete a psychometric assessment
before a final appointment is made.

In order to consider any application for employment, we will have to process your personal
information. The Protection of Personal Information Act, 4 of 2013 (POPIA) provides that when
one processes another’s personal information, such collection, retention, dissemination and use
of that person’s personal information must be done in a lawful and transparent manner.

In order to give effect to the above right, the IRBA is under a duty to provide you with various
details pertaining to the processing of any applicants’ or their representatives’ personal
information. These details are housed under the HR Processing Notice, which can be accessed
and viewed on the IRBA website: https://www.irba.co.za/library/popi-act

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We wish you all the best with your applications