1. Operational Support (30%) Maintain the CEOs 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.
Conduct research on subject of interest to assist the CEO in preparation of the required material and or reports.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 CEOs 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 CEOs office.
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 CEOs office and PSETA.
Liaise with relevant personnel to obtain information and the required documentation where required by the CEOs office.Establish and maintain good relationships between the Office of the CEO, internal personnel, and external service providers.
Job Requirements : Diploma in Office Management / Business Management or equivalent (NQF 6)Advanced Diploma or Degree in Office Management / Business Management (NQF 6 / 7) advantageousA minimum of 5 years experience as Personal Assistant to the CEO or ExecutiveExperience 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 GovernanceAbility to communicate and explain information, processes, timeframes and deadlinesAdvanced Computer Literacy (MS Office)Discretion and trustworthinessFlexibility and adaptabilityGood oral and written communication skillsOrganisational skills and the ability to multitaskThe ability to be proactive and take the initiativeTact and diplomacyRelationship BuildingInterpersonal SkillsJob Type : ContractCompany Name : PSETACompany Location :