South African National Roads Agency Administrative / Secretarial Jobs in South Africa
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POSITION OBJECTIVE
- To provide high-quality, responsive administrative and secretarial support to the Executives as well as liaison support for the Executive Leadership Team and other key stakeholders.
KEY RESPONSIBILITIES
Executive Support
- Work closely and effectively with the Executive and keep him/her well informed of upcoming commitments and responsibilities, following up proactively and appropriately.
- Act as the conduit between the Executive and internal/external stakeholders.
- Serve as the primary point of contact for internal/external stakeholders on all matters pertaining to the Executive, including those of a highly confidential and critical nature.
- Prioritise and determine the appropriate course of action, referral, and responses, exercising judgment.
Administration and office management
- Proactively support the Executive with matters within their scope of work.
- Filing and documentation management.
- Process incoming documents by prioritisation and distribute to the relevant party accordingly (e.g. memorandums, claims, authorisations) amongst other related responsibilities.
- Type and draft correspondences such as memo’s and letters amongst others when required
- Ensure timely and quality submissions of reports to the Office of the CEO/Board Committees
- Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead the department, including: assisting with special projects; designing and producing complex documents, reports and presentations; collating and preparing information for meetings with management, staff and external stakeholders; composing and preparing correspondence
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Co-ordination
- Coordinate all travel requirements within the respective function.
- Coordinate and maintain calendar and schedule regarding meetings, deadlines, reports and other duties within respective function, in correspondence with other functions and external stakeholders.
- Prioritise inquiries and requests, while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
- Co-ordinate the timely submission of reports to relevant structures.
- Coordinate activities between functional leadership and direct reports.
- Coordinate facilities-related requirements for the team i.e. arrangement of laptops, access cards etc.
Meetings
- Compile meeting agendas in collaboration with the respective chairperson of the meeting.
- Organise internal and external meetings on behalf of the unit and ensure that all necessary requirements are made.
- Responsible for accurate and complete minute-taking and timely distribution thereof, including management of action points.
Compliance & Stakeholder Liaison
- Ensure compliance of submission dates to relevant structures.
- Ensure liaison of respective function with other functions within SANRAL as well as external stakeholders
- Attend to general inquiries from external stakeholders within the respective function.
MINIMUM REQUIREMENTS
- A Senior Certificate (Grade 12).
- An administrative qualification at an NQF level 6.
- At least five years of relevant personal assistant experience at an executive level within a Construction or Operations and Maintenance environment
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ADVANTAGEOUS:
- Experience in dealing with diverse groups of people including CEOs, Board Members, Senior Executives, and/or government stakeholders.
TECHNICAL COMPETENCIES
- Excellent written and verbal communication skills
- Ability to achieve thoroughness and accuracy when accomplishing a task.
- Ability to stay focused on different tasks, and use your time, effectively and efficiently to achieve the desired outcome.
- Ability to understand customer’s queries to be able to resolve it at the first time.
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