Personal Assistant: Chief Corporate Services Executive at W&RSETA

The role of this position is to:
Provide secretarial and executive administrative support to the Executive by efficiently and expeditiously performing a wide range of administrative and co-ordination tasks and services, whilst maintaining confidentiality, integrity and compliance to SETA policies & procedures.

Key Performance Areas will include but not limited to the following:

•  Filter, screen and manage emails and correspondence on behalf of the Executive effectively ensuring urgent correspondence are highlighted and the Executive is informed
•  Manage, maintain and coordinate the Executive dairy and scheduling of meetings, activities and requests effectively
•  Maintain strict confidentiality and interact professionally with all levels of management, staff and external stakeholders
•  Effectively manage travel and accommodation arrangements for the Executive
•  Projects a positive demeanor regardless of changes in working conditions and shows the ability to manage multiple conflicting priorities without loss of composure
•  Establish priorities to perform quickly, accurately and effectively under pressure of deadlines
•  Ensure that travel and subsistence claims are duly completed accurately and submitted on time
•  Prepare correspondence on behalf of the Executive, including the drafting of general replies
•  Process invoices timeously and accurately according to standard procedures
•  Develop, manage, control and ensure cost effective utilization of the office of the Executives budget
•  Procure goods and services for the office and ensure compliance with SCM processes at all times, including PFMA compliance
•  Prepare and draft minutes, reports, briefs, presentations and written communication for the Executives review
•  Coordinate and quality manage documents to be submitted for the Executives signature
•  Sound effective and efficient administration of all records and information to enable easy accessibility and accuracy and comprehensiveness of information
•  Create a sequential filing system and ensure completeness and accuracy of all files, records and registers
•  Liaise with other executives, business units, departments and provinces as requested by the Executive ensuring alignment with instructions and requests
•  Ensure adherence to W&RSETA policies, procedures, PFMA and relevant legislation
•  Continuously track, monitor and measure individual performance against set standards and performance targets
•  Professional representation of the SETA ensuring all behaviours and conduct are aligned with the SETA values
•  Assist across business units and functions with ad hoc requests to support business activities.
•  Effectively plan, coordinate, manage and execute ad hoc projects as directed.

Minimum Qualifications and Experience

•  National Diploma in Public Administration, Management,
•  3 years’ secretarial experience
•  Report writing experience
•  Advanced level of computer knowledge and literacy with MS Word, MS Power Point, MS Excel and MS Outlook
•  Knowledge of the SETA operations and relevant Acts will be an advantage