Executive Personal Assistant - Corporate Services

KEY RESPONSIBILITIES

Executive Office Support

• Manage access to the Executive Manager’s office through the setup of appointments and management of the Executive Manager’s diary.
• Make accommodation, flight, road and other travel arrangements.
• Setup and coordinate meetings with both internal and external clients of the CGS.
• Manage calls in and out of the Executive Managers’ office.
• Receive clients & visitors to the Executive Manager’s office.   

Correspondence, records and documentation management

• Handle all incoming & outgoing correspondence.
• Establish and maintain an efficient and effective correspondence and document management system for the Executive Manager’s office.
• Prepare type or edit correspondence & documentation as required.
• Archive Executive Manager’s office documentation as per prescribed schedule / requirements.

Office administration

• Coordinate approval processes and tasks for other departments and sections.
• Process all travel and related requisitions and claims.
• Assist with the management of the Executive Manager’s office cost centre.
• Coordinate the acquisition of office supplies and materials for the office.
• Coordinate maintenance of the office infrastructure and condition.
• Monitor & control own and the Executive Manager’s office telephone accounts within prescribed levels.

 Management systems & Organizational support

• Provide secretarial support for committees and forums chaired by the Executive Manager’s.
• Organize events and functions presided over by the Executive Manager’s.
• Compile reports as may be required for the Executive and Management use.
• Any other reasonable duties and tasks assigned by the Executive Manager.

Financial Management

• Ensure proper procurement and financial administration within the office of the Executive Manager.
• Process S & T claims for in the Executive Manager’s office.
• Purchase office consumables and stationery for the Executive Manager’s office.
• Ensure compliance and adherence to CGS procurement processes.

 Stakeholder Relations

• Engage, establish and build relationships with various internal and external stakeholders. i.e. Department, Regional Offices.

People Management (Learning and Development)

• Compile and submit own Personal Development Plan.
• Participates in relevant and application training courses, workshops etc. as needed/directed.
• Contribute to the knowledge exchange or sharing activities.

KEY PERSONAL ATTRIBUTES

• Customer orientation.
• Communication skills (Oral and Written).
• Teamwork and collaboration.
• Problem-solving.
• Report writing skills.
• Sense of urgency.
• Work under pressure.
• Computer literate.

EDUCATIONAL QUALIFICATIONS

• Grade 12; and
• Three (3) year National Diploma (NQF Level 6) or Degree in Administration or equivalent qualification.

KNOWLEDGE AND EXPERIENCE

• 5 years’ experience as an Executive Assistant to a member of Executive Management and/or at an Executive level.
• Experience in and understanding of executive support environment, office administration and secretarial practices.
• Experience in an executive secretary/PA role requiring tact, judgement and discretion in handling internal and external stakeholders.
• Fully computer literate with an advanced level of MS Office.
• Excellent typing skills (60 wpm).
• Knowledge and technical skills or proven expertise in Diary Management, Email Monitoring, Meeting Logistics, Travel Arrangements, Records and Archive Management, Events Coordination, and Customer Services.
• Ability to filter information and assess priorities to manage own workload with conflicting demands and during busy work periods.
• Understanding of protocol matters regarding government, parliament, and other-key stakeholders.
• Ability to develop and maintain good working relationships at all levels.
• Ability to think ahead and anticipate needs before they arise.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.
• Strong organisational and planning skills with ability to prioritise.
• Well-developed interpersonal skills.

The Council for Geoscience is committed to Employment Equity and diversity. In accordance with the Employment Equity prescripts, preference will be given but not limited to candidates from under-represented designated groups. Females and people from previously disadvantaged groups and sectors are encouraged to apply.

Correspondence will be limited to shortlisted candidates only. If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please consider your application unsuccessful.

All appointments are subject to positive vetting results.

The processing of your personal information by the Council for Geoscience will be done in accordance with the POPI Act 4 of 2013.

For enquiries, please contact us at recruitment@geoscience.org.za. Please note: Applications submitted to this email address and CGS social media platforms will not be considered.

Closing Date: 26 March 2026