Personal Assistant: Trade & Sector Development

Key Performance Areas

• Receive and screening phone calls, emails and drafting professional correspondence. Responds to enquiries received from internal and external stakeholders. Acting as the primary point of contact, greeting visitors, and directing inquiries to the appropriate Directorates, Perform advanced typing work.
• Operates and ensures that office equipment, e.g. fax machines and photocopiers are in good working order. Ensures the safekeeping of all documentation in the office by organizing and maintaining secure digital and physical filing systems for easy retrieval.
• Preparations and proofreading of submissions, and collating reports, memos, and presentation materials. Collects, analyses and collates information requested by the Chief Director. Clarifies instructions and notes on behalf of the Chief Director. Coordinating meeting schedules, booking appointments, and resolving scheduling conflicts for the Chief Director.
• Coordinates logistical arrangements for the meetings which entails preparing agendas, booking meeting rooms, arranging catering, and taking accurate meeting minutes/decisions and communicates to relevant role-players, follow-up on progress made Organizing travel itineraries, booking flights, and arranging corporate accommodation, Manages the leave register submissions for the unit. Ordering and managing office supplies, stationery, equipment and refreshments to prevent shortages.
• Keeps record of expenditure commitments and monitor BAS report to ensure efficient financial management. Remains up to date with regard to the prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the Chief Director.

Prerequisites

• Grade 12 plus an NQF 6 qualification in Personal Assistant / Secretarial / Office Management / Public Administration / Management Assistant or equivalent as recognized by SAQA.
• Minimum of one 1 to two 2 years' working experience in the following: rendering support to the Executive Management, in minutes taking, in managing traveling arrangements, namely: developing travelling itineraries, arranging flights and accommodation.
• Two 2 years' experience in electronic calendar management, in Microsoft Office Suite; namely: Outlook and Excel and in other relevant software, namely: Zoom and MS Teams.

Person Profile

• Basic knowledge of the relevant legislation / policies / prescripts and procedures governing public service. Basic knowledge of financial administration.
• Exceptional organisational skills: Ability to manage multiple tasks simultaneously with meticulous attention to detail.
• Strong communication skills: Excellent written and verbal communication skills to effectively interact with diverse individuals at all levels and backgrounds.
• Proficiency in technology: Knowledge in Microsoft Office Suite, calendar applications and other relevant software. Comprehensive understanding of office management systems and applications.
• Discretion and confidentiality: Ability to handle sensitive information with utmost discretion.
• Anticipatory thinking: Proactive ability to anticipate needs and proactively address potential issues.
• Professionalism and courtesy: Ability to maintain a professional demeanour, demonstrating excellent interpersonal skills. Good grooming and presentation. Self-management and motivation.