Company:
The South African National Roads Agency (SANRAL)
Industry: Building / Construction
Deadline: Not specified
Job Type: Full Time
Qualification: Higher National Certificate
Experience: 5 years
Province: Gauteng
City:
Field: Administration / Secretarial
MINIMUM REQUIREMENTS
- An administrative qualification at an NQF level 6.
- At least five years of relevant personal assistant experience at an executive level
ADVANTAGEOUS
- Achieved / Studying torwards chartered secretary.
- Experience in dealing with diverse groups of people including CEOs, Board
- Members, Senior Executives, and/or government stakeholders.
KEY RESPONSIBILITIES
Executive Support
- Work closely and effectively with the CPO to keep him/her well informed of upcoming commitments and responsibilities, following up proactively and appropriately.
- Act as conduit between the CPO and internal/external stakeholders.
- Ensure professionalism, privacy and high confidentiality in handling all matters in the CPO’s office.
- Serve as primary point of contact for internal/external stakeholders on all matters pertaining the to the CPO, including those of highly confidential and critical nature.
- Prioritise and determine appropriate cause of action, referral and responsive, exercising judgment to reflect CPO’s style and SANRAL policy.
Administration and office management
- Proactively support the CPO of the respective function with matters within their scope of work.
- Responsible for filing and documentation management for the CPO and the respective function required.
- Process incoming documents by prioritisation and distribute to the relevant party accordingly (e.g. memorandums, claims, authorisations) amongst other related responsibilities for the CPO and the division.
- Type and draft correspondences such as memo’s and letters amongst others when required.
- Ensure timely and quality submissions of reports to the Office of the CEO/Board Committees.
- Completea broad variety of administrative tasks that facilitate the CPO’s ability to effectively lead the department, including; assisting with special projects; designing and producing complex documents, reports and presentations; collating and preparing information for meetings with Management, staff and external stakeholders; composing and preparing correspondence.
Co-ordination
- Co-ordinate all travel requirements within the respective function.
- Co-ordinate and maintain calendar and schedule of the CPO regarding meetings, deadlines, reports and other duties within respective function, in correspondence with other functions and external stakeholders.
- Prioritise inquiries and requests, while trouble shooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
- Co-ordinate the timely submission of reports to relevant structures for the CPOand division.
- Co-ordinate activities between functional leadership and direct reports.
- Co-ordinate facilities-related requirements for the team i.e. arrangement of laptops, access cards etc.
Meetings
- Compile meeting agendas in collaboration with the respective chairperson of the meeting, CPO and division.
- Organise internal and external meetings on behalf of the CPO ensuring all necessary requirements are made e.g., meeting venue, presentations, etc.
- Responsible for accurate and complete minute-taking and timely distribution thereof, including management of action points.
Compliance & Stakeholder Liaison
- Ensure compliance of submission dates to relevant structures.
- Ensure liaison of respective function with other functions within SANRAL as well as external stakeholders
- Attend to general inquiries from external stakeholders within the respective function.