About the Role
The Office of the Chief Executive in Durban is currently seeking a dedicated Personal Assistant. This vital role is key to ensuring that the Chief Executive Officer operates efficiently and effectively in the public service sector. As a Personal Assistant, you will be at the heart of administrative operations, providing essential support that directly impacts the community’s governance and service delivery.
In this position, you will help manage the day-to-day activities of the Chief Executive, facilitating meetings and ensuring that important information flows seamlessly. Your contributions will not only help keep the office organized but also enhance the overall effectiveness of the department, which plays a crucial role in serving the people of Durban and the broader region of KwaZulu-Natal.
About the Department
The Office of the Chief Executive serves as the cornerstone of leadership within the department, driving strategic initiatives and policy implementation that aims to enhance public service delivery. The department is committed to fostering an environment where accountability and transparency are paramount, ensuring that the needs of the community are met with integrity and efficiency. Working here means being part of a mission that strives to uplift and support the citizens of South Africa, making it a meaningful place to contribute your skills and talents.
What You’ll Do
- Provide comprehensive personal assistance to the Chief Executive Officer, including secretarial support.
- Manage scheduling and coordinate meetings, ensuring the Chief Executive is prepared and informed.
- Oversee the administration of the office budget, monitoring expenditure and reporting on financial commitments.
- Maintain and operate office equipment, ensuring efficient functionality.
- Draft documents and compile reports, including progress and management reports, for the Chief Executive.
- Organize logistical arrangements for meetings, including collecting necessary documentation and recording minutes.
- Handle procurement of standard office supplies and maintain a filing system for easy document retrieval.
- Exercise discretion in prioritizing requests and managing the flow of information to and from the Chief Executive’s office.
What You’ll Need
- A Secretarial Diploma or equivalent qualification.
- A minimum of three to five years’ experience supporting senior management.
- Advanced proficiency in Microsoft Office and excellent computer literacy skills.
- Strong organizational abilities and high reliability.
- Excellent verbal and written communication skills.
- A valid driver’s license and good personal presentation.
How to Apply
Please forward your application, quoting the relevant reference number, to the link quoted in the specific advertisement below.
Requirements
A Secretarial Diploma or equivalent qualification.Three (3) to five (5) years’ experience in rendering support services to senior management.
Excellent computer literacy skills.
Advanced proficiency in Microsoft Office suite.
Good Office management skills (document tracking, storage, and retrieval system).
Sound organizational skills.
High level of reliability.
Ability to act with tact and discretion.
Ability to research and analyse documents and situations.
Good grooming and presentation skills.
Self-management and motivation.
Knowledge of dispute resolution process.
Knowledge of basic financial management and knowledge of relevant legislations skills.
The successful candidate must be highly reliable, self-motivated, flexible, creative, client focused and quality orientated.
Excellent communication skills (verbal and written).
Good accountability and ethical conduct.
A valid driver’s license.
Job Duties
Provide personal assistance, including a secretarial support service, to the Office of the Chief Executive.Rendering administrative support services.
Providing support to the Chief Executive Officer regarding meetings.
Supporting the Chief Executive Officer with the administration of the budget of the office.
Operates and ensures that office equipment, e.
g.
computer systems and photocopiers are in good working order.
Perform advanced typing work.
Utilise discretion to decide whether to accept / decline or refer to other employees’ requests for meetings, based on the assessed importance and urgency of the matter.
Coordinates with and sensitizes / advises the manager regarding engagements.
Compiles realistic schedules of appointments.
Ensure the effective flow of information and documents to and from the office of the manager.
Ensure the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies.
Obtain inputs, collates reports, e.
g.
progress reports, monthly reports, and management reports.
Scrutinize routine submissions / reports and make notes and / or recommendations for the manager.
Draft documents as required.
Do filing of documents for the manager and the unit where required.
Collects, analyses, and collates information requested by the manager.
Clarifies instructions and notes on behalf of the manager.
Priorities issues in the office of the manager.
Manages the leave register and the telephone accounts for the unit.
Handle the procurement of standard items like stationery, refreshments etc.
Scrutinize documents to determine actions / information / other documents required for meetings.
Collects and compiles all necessary documents for the manager to inform the manager on the contents.
Record minutes / decisions and communicates to relevant role players, follow up on the progress made.
Prepare briefing notes for the manager as required.
Coordinate logistical arrangements for meetings required.
Collect and coordinate all documents that relate to the manager’s budget.
Keep record of expenditure commitments, monitor expenditure and alert managers of possible over and under spending.
Acquaintance with the relevant Public Services and departmental prescripts or 148 policies and other documents.
Remain up to date with regard to the prescripts / policies and procedures applicable to the manager to ensure efficient and effective support.
