The South African Weather Service (SAWS) invites qualified and interested individuals to submit their applications for the position of Personal Assistant to the Chief Executive Officer, based in Centurion, Gauteng.
Position: Personal Assistant to the Chief Executive Officer
Total salary package: Negotiable
Reference Number: WS08/032025
Location: Head Office, Centurion
Job Summary:
- To provide professional and efficient administrative support to the Chief Executive Officer, secretariat support to the Executive and Management Committees, coordinate preparatory activitiesfor Board meetings, oversee the administrative processesin the CEOs Office inclusive of budget administration, procurement, asset management and records management.
- The incumbent of this role is further responsible for maintaining the CEOs diary, arranging international and domestic travel, serving as focal contact point for the CEO and is responsible for ad hoc activities as they may arise in the CEOs office inclusive of part-taking in audits and assisting other departments as required.
Key Performance Areas:
Adminisstrative Support to the CEO
- Managesthe Executive’s diary and schedules meetings in line with the CEO’S availability.
- Manage the office in the absence of the Executive
- Deal with stakeholder queries and complaints and where applicable, re-assign them to the relevant division
- Provide proper and timeous customer and stakeholder feedback.
- Coordinate performance management for CEOs direct reports.
- Coordinate the CEOs Performance Assessment by compiling POE in consultation with internal stakeholders.
Meeting Coordination and Hosting Secretarial support to Executive and Management Committees
- Schedule monthly, quarterly and ad-hoc Executive and Management committee meetings
- Drafts meeting agendas and ensures the timeous distribution of meeting packs
- Preparing reports, minutes, presentations, Board packs and correspondence accurately and swiftly
- Accurate minute-taking and timeous distribution of the minutes and matters arising from meetings
- Keeps record of resolutions and follows up on action items from meetings to ensure completion within stipulated deadlines
- Organising the requisite refreshments/catering for meetings, where necessary.
- Develops a database of contacts and updates same regularly to ensure current information
- Management of paymentsfrom the office including creation ofrequisitions and budgeting
- Professional reception of the executive’s visitors and all ancillary arrangements.
- Ad hoc duties and assignments as required by the Chief Executive Officer.
Travel Arrangements
- Manage the CEO’s (or any other team members) international and domestic travelling arrangements, including – passport application, flights, accommodation, car hire/shuttle services, itinerary and where applicable visa applications, and so forth.
- Assist with the processing and submission of travel claims upon the Executive’s return.
- Administer subsistence and travelling claims for the CEO.
Stakeholder Management
- Act as the point of contact among executives, employees, clients, and other external partners
- Coordinate the function’s compliance and annual submissions e.g., Declarations of Interest, requests from auditors, performance agreements and assessments, APP reports, and so forth.
Minimum Requirements and Attributes:
- A relevant Administration or Secretarial qualification.
- At least 5 years of relevant experience in an executive support role.
- Understanding of corporate governance
- Knowledge and experience related to Board submissions
Closing Date: 04 April 2025.
Note: Recruitment Agency applicantsubmissions will not be considered.
Preference will be given to People living with disabilities in line with SAWS EE targets. This is an EE position and preference will be given to females, Africans, Indians and Coloureds (AIC).
Correspondence will be limited to short listed candidates only. Candidates who have not been contacted within 3 months after the closing date of this advertisement, please accept that your application was unsuccessful. The organisation reserves the right not to fill this position. The South African Weather Service is an equal opportunity employer.
How To Apply
Create your user account on the website by following this link: https://www.weathersa.co.za/home/vacancies to apply for the above position and upload your (Comprehensive CV with certified copies of qualifications).