Personal Assistant

6 months ago

Johannesburg, South Africa Rand Water Full time

**Job Advert Summary**:
To provide a high quality secretarial and administrative support role to the Chief Technology Information Officer (CTIO) and contribute towards the successful functioning of the Portfolio. To observe Rand Water policies and procedures whilst communication with internal and external stakeholders at a senior level. To plan, prioritize and organize confidential documents, important appointments, events and meetings.

**Minimum Requirements**:
Diploma or equivalent plus a Secretarial Diploma
- 10 years’ experience in the capacity of personal assistant or administration secretary to an executive or senior manager’s.
- Advanced computer proficiency in MS Office Suite: Word, Excel, PowerPoint, and MS Teams

Desirable Qualification
- A qualification in Business Management

Desirable Experience
- Office Administration within the ICT or Technology environment

**Primary Duties**:
Provide effective and efficient secretarial and administrative services and support to Chief Technology Information Officer (CTIO) to contribute towards the successful functioning of the Portfolio.
- Facilitate and collate assigned divisional directives to meet corporate targets.
- Coordinate, collate and manage divisional projects (delegated tasks)
- Clear, concise communication of divisional tasks to management team
- Exercising own judgement and initiative in assigning actions to appropriate managers
- Innovative design of systems reports and presentations to meet new organizational challenges.
- Manage CTIO’s divisional budget.
- Assist and support CTIO by providing a personal assistant and administrative service
- Responsible for coordinating of clerical functions.
- Providing a general secretarial function, i.e. effective co-ordination of meetings, venues and travel arrangements, managing the CTIO’s diary, supply of stationery and reception services, fielding telephone calls and correspondence as well as responding where appropriate.
- Providing general administrative support including managing a filing system and database of all divisional files, reports, financial transactions, meeting packs, photocopying, faxing etc.
- Documents Quality Assurance to ensure final work is accurate, presentable and meets Corporate Identity and standards.
- Always Maintaining good customer relationships between stakeholders and the Portfolio
- Develop and prepare correspondence, type documents, reports, and presentations for the CTIO.
- Ensure that payment and procurement system processes are followed in line with duties in all projects handled by the Chief Technology Information Officer.
- Effective management of divisional planning, reporting, performance information & service delivery
- Overall management of the office of the Chief Technology Information Officer

**Knowledge**:
Computer proficiency in Microsoft Office suite
- Finance and procurement of ICT knowledge
- Budget Management
- Preparing presentations and graphs
- Typing, Minute taking, filing

/record-keeping

**Skills**:
Excellent communication skills (verbal and written)
- Excellent planning and organizing skills.
- Problem solving skills.
- Interpersonal skills
- Analytical skills
- Accurate typing skills
- Multi-tasking
- Excellent administrative skills
- Telephone etiquette
- Flexibility
- Attention to detail

**Attitude**:
Must be able to work under pressure.
- Must be innovative.
- Ability to deal with people at all levels.
- Ability to work independently.
- Must be able to maintain confidentiality.
- Customer orientation
- Performance driven
- Deadline Oriented
- Sense of urgency
- Value continuous improvement
- Professional/business courtesy
- Team player
- Positive “can do” attitude

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