Personal assistant: Head

Pretoria, Gauteng
Permanent
Full-time

3 days ago
Apply easily

Purpose of the Job: Reporting to the Head: Enterprise Risk Management, the successful incumbent is responsible for providing an end-to-end effective, efficient, and responsive administrative and secretarial service in the office of the Head: Enterprise Risk Management.Key Performance AreasProvide Office Management Support in the Enterprise Risk Management Office

Screen phone calls, enquiries, and requests, as well as handling them when appropriate.
Identify items that need personal attention, respond to the appropriate ones directly, and redirect selected emails to the direct reports or other departments for resolution.
Facilitate the processing of memorandums for approval.
Keep up to date with administrative changes organizationally and ensure adherence and compliance with requirements.
Coordinate the submission of all required reports for timeous submission.
Ensure quality standards on all the documentation prior to en route for further handling.
Coordinate the submission of reports to and from different higher offices.

Provide clerical Support in the Enterprise Risk Management Office

Process documentation with confidentiality at all times.
Prepare travel arrangements for the department.
Assist and coordinate departmental projects.
Ordering stationery and office equipment.
Create and manage purchase requisitions and ensure timeous payment of purchase orders.
Administrate SCM or procurement-related processes.

Correspondence and Document Management

Act as the first point of contact in the office and ensure the effective running of the office.
Administer briefing papers, reports, charts, and presentations.
Report, review, and quality assure all documents that are submitted for the unit's attention.

Develop and maintain a document management system (Electronic and manual).
Handle the office filing.
Manage internal and external correspondence on behalf of the unit.
Track and follow up on memorandums and related documents.
Monitor and track the office budget in support of the respective area.

Meeting Management

Prepare facilities for scheduled meetings, events, and arrange refreshments, if required.
Manage the diary and schedule meetings and appointments.
Take minutes in meetings as and when required.

Qualifications and Experience

A National Diploma in Public Administration/Management/ Office Management/ Administration or related qualification?
A certificate in relation to the functional discipline will be an added advantage.
At least 3 years' working experience as a Personal Assistant/ Secretary or in a similar environment, of which 1 year should have been rendered for Senior Management.
Excellent working experience in MS Office.
SAP experience will be an added advantage.

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