Executive Assistant to the CEO Ref. 1930/03

3 weeks ago

Johannesburg, Gauteng, Saudi Arabia ETDP SETA Full time

Job Purpose:

  • The Executive Assistant will manage and oversee the CEO's office operations, procedures and resources to facilitate the organisation's effectiveness and efficiency by monitoring strategic initiatives.
  • The successful candidate would also be required to alert and undertake various other administrative tasks identified by the Chief Executive Officer.
  • Reporting to the Chief Executive Officer, the successful candidate will be based in Johannesburg at the ETDP SETA Head Office.
  • The successful candidate must meet the following minimum requirements:

Minimum Requirements

  • A National Senior Certificate Matric plus a Bachelor's Degree NQF Level 7 in Office Administration and Management, Public Administration/Management or a relevant qualification.
  • A minimum of five 5 years' experience managing an executive office with three 3 years' experience as an executive assistant.
  • Excellent administrative skills, including identifying administrative needs and developing and maintaining appropriate systems.
  • An ability to coordinate plan and manage a complex and busy diary.
  • Proven track record in building and managing stakeholder relationships at all levels.
  • Experience in a SETA environment or any public entity would be an added advantage.
  • Excellent organizational and planning skills that ensure that work is effectively prioritized to meet deadlines.
  • Excellent proven report writing skills and presentation skills.
  • Strong command of written and verbal communication skills.
  • Ability to draft routine correspondence and reports.
  • Ability to maintain accuracy and attention to detail
  • Good negotiating skills and problem-solving skills.
  • Computer literacy in MS Office packages and an ability to work with data.
  • A valid certified driver's licence is essential.

Knowledge, Attributes and Skills Required

  • Well-developed working knowledge of the Skills Development Act and other relevant legislation in the Public Sector, e.g., PFMA, SDA, NQF.
  • Knowledge and understanding of the company policies and procedures application to the specific work environment to ensure that work outcomes comply with policies and procedures.
  • Knowledge of the stakeholder's perspective and addressing their needs.
  • Good leadership, conceptual and analytical skills.
  • Strategic and analytical thinking.
  • Decision-making skills.
  • Proven attributes of decisiveness.
  • Advanced administration skills.
  • Time Management skills.
  • Ability to work under pressure.
  • Excellent interpersonal skills.

Duties and Responsibilities

  • Provide administrative support to the CEO to ensure the CEO's schedule is managed effectively.
  • Develop and/or review submissions and reports to and from the CEO.
  • Maintain and nurture the relationship between the AA, Management, the DHET, and other relevant stakeholders.
  • Be responsible for risk, compliance and fraud pertaining to the CEO's office.
  • Follow-up on all outstanding matters and instructions from the CEO to Management.
  • Provide comprehensive support services to the CEO that ensure outstanding communication and responsiveness.
  • Support the CEO in strategic communications, organizational strategy, and all other special projects as assigned.
  • Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, and make judgments and recommendations to ensure smooth day-to-day engagements.
  • Prepare and edit correspondence, presentations, reports, and other communication.
  • Maintain quality cloud filing and communications systems, including contact management, document management, and cloud archiving.
  • Minute the meetings and circulate the draft minutes and matters arising to all respective stakeholders.
  • Manage all scheduling and travel logistics for the CEO.
  • Continually monitor the flow of information going in and out of the CEO's office.
  • Manage the CEO's social media accounts.
  • Submit consolidated reports to the Chief Executive Officer on the achievement of outcomes.
  • Responsible for all vendor management, including developing terms of reference, ordering and receiving equipment and supplies, managing service levels, reconciling invoicing, and addressing any queries within the CEO's office.
  • Perform other duties as delegated by the Chief Executive Officer

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