About the Role
The Department of Public Works and Infrastructure is seeking a motivated and detail-oriented Personal Assistant to join their team in Pretoria. This role is essential in ensuring the smooth operation of inter-governmental relations by managing appointments, meetings, and correspondence for the executive. As a Personal Assistant, you will be a crucial point of contact for stakeholders and will play a significant role in facilitating effective communication and coordination within the department. Your contributions will directly impact the efficiency of public service, making a difference in the lives of South Africans.
Based in the vibrant city of Pretoria, this position offers the opportunity to engage with various partners and stakeholders across the government landscape. Your organizational skills and proactive approach will be pivotal in supporting the executive to achieve their objectives. By taking on this role, you are not just filling a position; you are becoming part of a dedicated team that strives to enhance the quality of public services for communities across the nation.
About the Department
The Department of Public Works and Infrastructure is committed to delivering high-quality infrastructure services that enhance the quality of life for all South Africans. With a mandate to provide effective and efficient public works services, the department focuses on sustainable development, job creation, and the promotion of economic growth. Working within this department means you’ll be part of a mission-driven team that values transparency, accountability, and community engagement, all of which are vital to fostering a better future for South Africa.
What You’ll Do
- Prioritise and schedule appointments, meetings, and conferences for the executive.
- Serve as the first point of contact, managing correspondence and phone calls.
- Organise travel arrangements, including booking transport and accommodation.
- Plan and coordinate events and conferences as required.
- Remind the manager of important tasks and deadlines.
- Prepare reports, presentations, and correspondence with attention to detail.
- Manage databases and filing systems to ensure information is easily accessible.
- Liaise with staff, suppliers, and clients to facilitate smooth operations.
- Conduct research and compile reports on behalf of the manager.
What You’ll Need
- A minimum three-year tertiary qualification (NQF Level 06) or a National Diploma in relevant fields such as Secretarial, Public Administration, or Business Management.
- Relevant experience in office administration, such as working as an administrative assistant or clerk.
- A valid driver’s license and a good understanding of governance and secretarial protocols.
- Strong communication and interpersonal skills, with proficiency in Microsoft Office applications.
- Excellent organisational, time management, and problem-solving skills.
How to Apply
For the position of Personal Assistant, please follow the application instructions below.
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Requirements
A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Secretarial, Public Management, Public Administration, Business Management, Management, Office Support, Management Assistant or related as recognised by SAQA.In addition, the incumbent must have: Relevant years of experience in office administration, as a clerk, assistant officer or administrative assistant.
A valid driver's license.
An understanding of policies and procedures, governance/secretarial protocol generally, document management and archiving, planning, organising, and coordinating.
Good computer skills, report writing, time management, and minute-taking skills should be the strengths of those aspiring for this appointment.
A good understanding of financial matters.
Skills in communication, interpersonal relations, and Microsoft Office.
Organisational, budgeting, financial management, time management, planning, problem-solving, decision-making, technical proficiency, and leadership skills.
Job Duties
The Personal Assistant will prioritise and schedule appointments, meetings and conferences and alert to appointments.In addition, the incumbent will: Act as a first point of contact, dealing with correspondence and phone calls.
Managing diaries and organising meetings and appointments.
Manage access control to the manager/executive.
Booking and arranging travel, transport and accommodation.
Organising events and conferences.
Reminding the manager/executive of important tasks and deadlines.
Typing, compiling and preparing reports, presentations and correspondence.
Managing databases and filing systems.
Implementing and maintaining procedures/administrative systems.
Liaising with staff, suppliers and clients.
Collating and filing expenses.
Conducting research and write reports on behalf of the manager.
Skills: Basic 89 analytical and problem-solving skills, strategic thinking, and project management capabilities.
Strong communication skills (including advanced report writing and presentation skills) and interpersonal skills.
Research skills.
Proven planning and organising skills, with proficiency in research and financial analysis.
Personal Attributes: The incumbent must be efficient, discrete, flexible, self-motivated, organised, proactive and a good communicator.
Advanced-level skills in Word for Windows and Microsoft PowerPoint.
And at least an intermediate-level knowledge of Microsoft Excel.
An added advantage will be proficiency in report writing and management of sensitive and high- profile stakeholders.
