Executive Assistance to The CEO

6 days ago

Pretoria, South Africa PSETA Full time

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.
- 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 mínimal 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 which 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 to procedures and legislation.
- Checks monthly projections to ensure correctness of allocations.
- Monitors spend during the year to prevent overspend on 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 organisation to ensure clear and directive communication.
- Liaise with personnel, visitors (international and local), assist where needed, and attend to matters in a professional manner to ensure 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

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