About the job PA
SECTION B: JOB PURPOSE, MAIN RESPONSIBILITIES & DUTIES
B1: JOB PURPOSE
Provides direct assistance to the CEO and indirect assistance to the rest of the executive team for all
matters relating to Exco, Group Exco as well as Board. In addition to the general administrative work,
the incumbent will be responsible for scheduling meetings, minute taking, maintaining database and
coordinate presentations amongst subject matter expects for the executive team while ensuring
confidentiality of all information.
B2: KEY PERFORMANCE AREAS
Personal Assistant
1. Co-Ordination
Act as a point of contact between executives and internal or external colleagues/ clients
Handle travel and accommodation arrangements both local and international including itineraries for
the CEO and other executives on request
Provide support, coordination and follow up on a variety of projects
Coordinate and collate reports and presentations
Work closely with the chief of staff on the delivery of tasks/projects on behalf of CEO.
2. Communication
Manage information flow in a timely and accurate manner
Arrange meetings and prepare meeting agenda and packs
Handle correspondence directed to managers/employees at various levels
Taking dictation and minutes as well as keep a record of all minutes
Screen and direct phone calls and distribute correspondence
Receive and interact with incoming visitors
3. Support
Maintain filing and database system with intent of continuously improving systems in the CEOs office
Ability to prepare and edit PowerPoint presentations and any other relevant correspondence or
documents
Conduct research, collect and analyse data to prepare reports and documents
Review operating practices and implement improvements where necessary
4. Miscellaneous
Perform any other work-related duties and responsibilities that may be assigned from time-to-time by
management.
B3: KEY PERFORMANCE INDICATORS
1. Co-Ordination
Showing understanding and importance of reviewing the entire schedule including travel
Gathering and communicating necessary information for attendees and agendas
Coordinate and collate reports and presentations
Delivery of tasks/projects on behalf of CEO
2. Communication
Proofreading and editing written communication materials
Arrange meetings and prepare meeting agenda and packs
Taking dictation and minutes as well as keep a record of all minutes.
Manage information flow in a timely and accurate manner
JOB
DESCRIPTION
3. Support
Maintain filing and database system
Accuracy of presentations and any other relevant correspondence or documents
4. Accurate reporting
100% Accuracy in all reports submitted to management.
SECTION C: JOB SPECIFICATION
C1: ESSENTIAL REQUIREMENTS (MINIMUM QUALIFICATIONS & EXPERIENCE)
Personal Assistant A minimum National Diploma/ Degree in Business Management /
Equivalent qualification as recognised by SAQA
Minimum five years experience working with senior executives, ICT
industry experience is advantageous
Advanced skills MS Office, Excel, Power Point, Outlook
Proven ability to use a variety of multimedia communication tools
Excellent communication and reporting skills
Drivers license essential
C2: REQUIRED SKILLS
Personal Assistant
Self-directing ability show initiative, identify challenging area and solve.
Project management - ability to multitask and prioritize tasks.
Outstanding Microsoft skills.
Great verbal and written communication skills.
Excellent time management skills.
Developed organizational skills.
Excellent interpersonal skills.
Creativity.
Good organizational skills.
Ability to work within a team and independently.
Professional discretion.
Attention to detail.
C3: PERSONAL ATTRIBUTES/BEHAVIOURAL COMPETENCIES
Personal Assistant
Customer Centricity Focuses on meeting and exceeding the needs of internal and external
customers by anticipating customer needs, delivering within timeframes and
to quality standards, measuring customer reaction and maintaining
necessary contact with customers.
Influence Makes an immediate positive impression on others and is able to change
their views, attitudes and behaviours towards company
Performance Driven Puts in sufficient effort to meet or exceed business and managements
expectations both in terms of delivery and quality. Able to act without being
prompted to. Demonstrates a sense of urgency, self-motivation and
ownership in work. Has a need for achievement. Achieves results.
Planning and
organising
Provides a written account of intended future action to achieve specific
objectives within a specific timeframe. This explains what needs to be done,
when, how, and by whom.
Setting Strategy Applies a systematic process of envisioning a desired future for a discipline
and translates this vision into broadly defined goals and a sequence of steps
to achieve them. Engages others in a strategic vision for the future.
Solution Driven Ability to work under pressure, Integrity, Good work ethic, Tenacity,
Adaptability, Flexibility and adaptable with regards to extended working
hours, viz weekends and evenings, Excellent level of attention to
detail/thoroughness, Excellent organizer, High level of energy, Dedication,
Driven, Innovative, Proactive, Resilient
JOB
DESCRIPTION
C4: COMPANY VALUES
Assertiveness: States views, feelings and opinions in confident way without being aggressive. Can
hold ground where necessary.
Attentive to Detail: Thorough. Gives care and consideration to all parts and aspects of tasks. Considers
fine points.
Communication Skills: Exchanges information, news, ideas and views to create shared meaning.
Communication occurs between levels, departments, and employees. Uses appropriate methods of
communication and transmits clear, professional messages. Checks own understanding.
Interpersonal Skills: Has a set of abilities allowing positive interaction and effective working
relationships. Constructively handles disputes and people issues. Has skills in the areas of relationship
building, communication, listening, delegating tasks, providing feedback and leadership.
Manages Pressure: Handles work related stress, pressure, and difficulties. Bounces back from
obstacles and setbacks, ensuring work continuity. Stays optimistic and persistent.
Multitasking: Ability to execute multiple tasks concurrently without compromising quality or
performance.
People Management: Work with the HR and management to create individual development plans
addressing employee and business needs, encouraging colleagues to participate in learning
opportunities.
Time Management: Systematically structures/plans own time and implements this plan. Able to
prioritise and action tasks within given timeframes without compromising on quality. Plans include
additional time to cater for unforeseen circumstances.
SECTION D: ACKNOWLEDGEMENT & APPROVAL OF JOB DESCRIPTION
Management reserves the right to amend or alter this job description and specific tasks related to the
employee, from time to time and give any lawful and reasonable instruction, according to the growing
needs of the company.