CLOSING DATE: 29 JUNE 2023
Job Title : Executive Assistant
Peromnes Grade : Peromnes grade 10 (R 528 740, 89 CTC Per Annum)
Location : Pretoria, Head Office
Reporting Line : Executive Manager: Office of the Chief Executive Officer
Overall Job Purpose :
Ensure efficient management and coordination as well as provide Administrative support to the office of the Executive Manager.
Executive Office Support
Manage access to the Executive Manager’s office through the setup of appointments and management of the Executive Manager’s diary.
Make accommodation, flight, road and other travel arrangements.
Setup and coordinate meetings with both internal and external clients of the CGS.
Manage calls in and out of the Executive Managers’ office.
Receive clients & visitors to the Executive Manager’s office.
Correspondence, records and documentation management
Handle all incoming & outgoing correspondence.
Establish and maintain an efficient and effective correspondence and document management system for the Executive Manager’s office.
Prepare type or edit correspondence & documentation as required.
Archive Executive Manager’s office documentation as per prescribed schedule / requirements.
Coordinate approval processes and tasks for other departments and sections.
Process all travel and related requisitions and claims.
Assist with the management of the Executive Manager’s office cost centre.
Coordinate the acquisition of office supplies and materials for the office.
Coordinate maintenance of the office infrastructure and condition.
Monitor & control own and the Executive Manager’s office telephone accounts within prescribed levels.
Management systems & Organizational support
Provide secretarial support for committees and forums chaired by the Executive Manager’s.
Organize events and functions presided over by the Executive Manager’s.
Compile reports as may be required for the Executive and Management use.
Any other reasonable duties and tasks assigned by the Executive Manager.
Ensure proper procurement and financial administration within the office of the Executive Manager.
Process S & T claims for in the Executive Manager’s office.
Purchase office consumables and stationery for the Executive Manager’s office.
Ensure compliance and adherence to CGS procurement processes.
Engage, establish and build relationships with various internal and external stakeholders. i.e. Department, regional offices.
People Management (Learning and Development)
Compile and submit own Personal Development Plan.
Participates in relevant and application training courses, workshops etc. as needed/directed.
Contribute to the knowledge exchange or sharing activities.
Keep abreast of all relevant CGS policies and procedures.
Keep a master library of the CGS policies and procedures up to date for use by the office.
Perform other ad hoc tasks.
May be required to work long hours.
Sensitive confidential information is non-negotiable.
Communication skills (Oral and Written)
Teamwork and collaboration
Report writing skills
Sense of urgency
Work under pressure
QUALIFICATION AND EXPERIENCE
National Diploma or Degree in Administration or equivalent qualification.
5 years’ experience as an Executive Assistant to a member of Executive Management and /or at an Executive level.
Experience in and understanding of executive support environment, office administration and secretarial practices.
Experience in an executive secretary/PA role requiring tact, judgement and discretion in handling internal and external stakeholders.
Knowledge and technical skills or proven expertise in diary management, email monitoring, meeting logistics, travel arrangements, records and archive management, events coordination, and customer services.
Ability to filter information and assess priorities in order to manage own workload with
Understanding of protocol matters with regard to government, parliament, and other-key stakeholders.
Ability to develop and maintain good working relationships at all levels.
Ability to think ahead and anticipate needs before they arise.
Ability to exercise discretion in dealing with confidential or sensitive matters.
Confident and able to work on own initiative and with limited supervision.
Strong organisational and planning skills with ability to prioritise.
Excellent verbal and written communication
Well-developed interpersonal skills
For more information on the above positions, please access our website at www.geoscience.org.za and follow careers and vacancy link.