Executive Personal Assistant and Administrator

5 months ago

Pretoria, South Africa HSRC Recruitment Full time

**Job Advert Summary**:
The Office of the Group Executive: Shared Services (GE:SS) is responsible for providing a coordinated corporate support function to the HSRC for administrative transactional processes, including human resources servicing, information technology processes and support, and all facilities and occupational health and safety services and systems. It also provides advice and user support across the Organization on the use of corporate administrative and HR systems. The Office of the GE: SS consolidates administrative functions to deliver them in a cost-effective manner, promoting operational efficiencies and service improvements.

The HSRC is looking for a dynamic individual who will support the Group Executive: Shared Services and coordinate the activities of the support units. This position is based in Pretoria and oversees the activities in the four locations.

**EXECUTIVE PERSONAL ASSISTANT AND ADMINISTRATOR: SHARED SERVICES**

**(Ref. No: PA-GE: SS 02/24)**

**Permanent - PRETORIA BASED**

The Group Executive: Shared Services: provides overall support to achieving the vision, mission and mandated objectives of the HSRC. It houses corporate support units.

**Minimum Requirements**:

- A minimum of a post-matric qualification (Diploma in Office Administration or a Secretarial qualification);
- A minimum of three years of proven experience as a high-level executive PA and Administrator;
- Proficiency in English, with excellent written and verbal communication skills;
- The ability to function independently and under pressure;
- High level of integrity and professionalism to liaise with top-level stakeholders and perform duties in a sensitive and confidential manner;
- Excellent time management and prioritization skills;
- A commitment to excellence, attention to detail and meticulous and accurate execution of tasks;
- Must be able to work in a diverse and multi-cultural environment.

**Duties and Responsibilities**:

- Assist in providing administrative support to the Group Executive: Shared Services office.
- Liaise with SCM on financial and procurement issues in relation to Shared Services matters;
- Screening of incoming correspondence to prioritize and assess for further action;
- Preparation of letters, memoranda, presentations, spreadsheets and other documents and review and editing of documents prepared for the Group Executive’s endorsement;
- Preparation of agendas and materials for meetings; minute taking and record keeping of proceedings;
- Establish and maintain filing and record management systems;
- Assist with the effective functioning of the Division;
- Liaison between the Group Executive and staff in Shared Services;
- Transmission of directives, instructions, and assignments to staff;
- Follow-up and reporting back to the Group Executive;
- Coordinates and or collates reports to inform EXCO meetings, Board Meetings and other committees/forums.

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