Executive Personal Assistant (Grade 9) to the Deputy Commissioner

The Office of the Deputy Commissioner provides executive and operational support to the Deputy Commissioner in overseeing assigned areas of the Commission’s mandate and facilitating the effective execution of institutional and divisional priorities. Reporting to the Deputy Commissioner, the Executive Personal Assistant will provide high-level executive, operational and administrative support to ensure the effective and efficient running of the Deputy Commissioner’s Office. The incumbent will coordinate the Deputy Commissioner’s executive schedule, operational priorities, stakeholder engagements and office workflow; support the monitoring and implementation of key programmes and commitments; and facilitate effective coordination between the Deputy Commissioner’s Office, Divisional Managers, project teams and relevant internal and external stakeholders. A starting annual Total Cost to Company package of R 771 066,17 (negotiable commensurate with experience) Please note this position is available on a five-year fixed term contract, renewable. Key Accountabilities The main responsibilities of the incumbent will, inter alia, include: Executive and Administrative Support Manage the Deputy Commissioner’s office operations, diary, scheduling and executive priorities. Screen, prioritise and coordinate correspondence, requests, calls and engagements directed to the Deputy Commissioner. Coordinate meeting preparation, including agendas, presentations, briefing packs, meeting notes and follow-up actions. Review and quality-check documents prior to the Deputy Commissioner’s review. Compile and consolidate reports, submissions, presentations and other executive documentation. Maintain confidentiality and appropriate decorum when handling sensitive information and VIP engagements. Assist with special projects, events and initiatives as requested by the Deputy Commissioner. Champion and coordinate projects emanating from the Deputy Commissioner’s Office. Operational Coordination and Programme Support Coordinate and monitor strategic and operational initiatives assigned to the Deputy Commissioner. Track progress on projects, commitments, decisions and assigned deliverables. Follow up with relevant Divisional Managers, project teams and internal stakeholders on agreed actions and timelines. Consolidate operational reports and status updates for the Deputy Commissioner. Proactively identify operational issues, delays and matters requiring attention and facilitate appropriate follow-up. Support the Deputy Commissioner in translating executive priorities into coordinated operational delivery. Governance and Meeting Coordination Coordinate management, governance and operational meetings chaired by or involving the Deputy Commissioner. Facilitate inputs and prepare agendas, meeting documentation and relevant briefing material. Take accurate minutes and maintain appropriate action and decision records, where required. Monitor and follow up on agreed actions and commitments. Ensure the timeous distribution of pre- and post-meeting information and documentation. Maintain accurate records and appropriate document control. Stakeholder Management Provide professional client liaison and stakeholder coordination on behalf of the Deputy Commissioner’s Office. Coordinate engagements with relevant internal and external stakeholders. Act as a liaison between the Deputy Commissioner and Divisional Managers, project teams and other relevant stakeholders. Facilitate effective communication and information flow between the Deputy Commissioner’s Office and operational divisions. Liaise with stakeholders regarding appointments, meetings, engagements and required follow-up. Build and maintain strong relationships across all levels of the institution. Ensure relevant reports and information are distributed to internal and external stakeholders as required. Logistics and Executive Office Coordination Coordinate travel and accommodation arrangements, including complex itineraries and international travel/training logistics. Schedule and coordinate meetings, conference calls and other executive engagements. Coordinate conferences, workshops, stakeholder engagements and events involving the Deputy Commissioner. Attend to meeting logistics, including catering, venues, parking and invitations. Communicate calendar and logistical changes to affected stakeholders timeously. Ensure all relevant operational and protocol arrangements are appropriately coordinated. Administrative and Information Management Draft, format, edit and quality-check letters, documents, templates, presentations and submissions with minimal guidance. Compile, consolidate and maintain reports, spreadsheets and meeting materials. Develop and maintain an efficient records management and retrieval system. Maintain confidential files, records and sensitive information appropriately. Coordinate office administrative requirements and maintain relevant expenditure records. Provide general administrative support necessary for the effective functioning of the Deputy Commissioner’s Office. Proactively identify operational issues and provide practical solutions to support smooth office operations.