Services SETA – Administrative Assistant


Administrative Assistant: Office of the CEO

CompanyServices SETA
Reference #Administrative Assistance: OCEO
Published21/12/2020
Contract TypePermanent
SalaryR 143,000.00 – 143,000.00 Annually
LocationParktown, Gauteng, South Africa
IntroductionThe Administrative Assistant: Office of the CEO is responsible to assist and support with administrative duties in the Office of the CEO. This includes managing, supporting, and assisting with diary management, office management and co-ordination as well as the execution of various administrative functions such as gathering information, compiling reports, typing, filing, etc. Further to this, the incumbent must ensure coordination of various external service providers such as travel agencies and internal departments, such as procurement. The incumbent will also support by ensuring that all information (reports, agenda’s, minutes, etc.) is available when meetings are attended. The incumbent is also responsible to ensure that all visitors to the office are received in a professional manner.
Job FunctionsAdministration
IndustriesGovernment / Municipal
Specification•Provide administrative support to ensure smooth running of the department
•Coordinate interaction between the department and other departments, management, employees, and other stakeholders
•Schedule meetings and other appointments on behalf of the department
•Receive clients, stakeholders, and guests on behalf of the department
•Obtain and serve refreshments as required
•Arrange functions on behalf of the department
•Logistical arrangements for meetings
•Ensure that the department adheres to all organizational deadlines
•Answer calls and handle enquiries as far as possible
•Ensure efficient administration within the department
•Process travel related documents for the department
•Develop and maintain a filing system
•Maintain departmental records in line with approved policies
•Maintain a professional image and climate in the department
•Keep information confidential
•Receive and send correspondence on behalf of the Office
•Ensure delivery of important documents on behalf of the department
•Support department with all office administration tasks
•Screen all visits to the department
•Ensure general secretarial work including typing, answering telephones, managing diaries, appointments and arranging meetings
•Collate all departmental meeting minutes
•Provide assistance with departmental meeting agenda compilation and distribution thereof
•Ensure that changes to scheduled meetings are communicated timeously to all stakeholders
•Take minutes of departmental meetings when necessary
•Follow up on departmental meeting outcomes, (e.g. resolutions, deliverables, and actions)
Requirements•A Matric/Grade 12
•Secretarial/Office administration qualification or equivalent will be an advantage
•At least 1-year experience in a similar role
Job Closing Date11/01/2021

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