Executive Personal Assistant: Office of the CFO

Job Title.             : Executive Personal Assistant

Job Grade.          : P10 (R588 488.61 CTC Per Annum)

Location.             : Pretoria, Head Office

Reporting Line.   : Chief Financial Officer

Job Purpose.      : Ensure efficient management and coordination as well as provide administrative support to the Chief Financial Officer

 KEY RESPONSIBILITIES

 Executive Office Support

• Manage access to the office of the CFO.
• Manage the diary of the CFO.
• Make accommodation, flight, road and other travel arrangements.
• Setup and coordinate meetings with both internal and external clients of the CGS.      
• Manage incoming & outgoing calls in the office of the CFO.
• Receive clients & visitors in the office of the CFO.

 Correspondence, records and documentation management

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

 Office administration

• Coordinate approval processes and tasks for other business units and sections.
• Process all travel and related requisitions and claims.
• Assist with the management of the CFO’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 CFO’s office telephone accounts within prescribed levels.

Management systems & Organisational support

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

Financial Management

• Ensure proper procurement and financial administration within the office of the CFO.
• Process S & T claims for the office of the CFO.
• Purchase office consumables and stationery for the office of the CFO.
• Ensure compliance and adherence to CGS procurement processes.

Stakeholder Relations

• Engage, establish and build relationships with various internal and external stakeholders. i.e. Business unit, 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.

GENERAL  

• Keep abreast of all relevant CGS policies and procedures.
• Keep a master library of the CGS policies and procedures up to date for use by the office.
• Perform other ad hoc tasks.
• May be required to work long hours.

DISCRETION

• Sensitive confidential information is non-negotiable.

BEHAVIOURAL ATTRIBUTES

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

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.
• 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
• Understanding of protocol matters about 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.
• Excellent verbal and written communication skills.
• Well-developed interpersonal skills.

EDUCATIONAL QUALIFICATIONS

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

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: 25 April 2025