Executive Assistant: Chief Technology and Operations Officer

SUMMARY:
Provide secretarial and administrative support to the Chief Technology and Operations Officer (CTOO) and assist with scheduling, planning and co-ordinating all Divisional activities

POSITION INFO:

Key Performance Areas

Secretarial support

• Organise CTOO’s, schedule appointments and ensures there are no conflicting appointments in the diary
• Telephone response – attendants to telephone calls for the CTOO’s office. Takes appropriate actions to attend to the calls, takes messages and/or re-route calls.
• Co-ordinate and arrange CTOO business travel trips and ensures itinerary is made available to CTOO prior to trips, redirect correspondence, prioritizing issues and discuss with the CTOO
• Maintain files, records and documents in the CTOO office
• Primary contact in the CTOO’s office.
• Provides secretarial support in meetings chaired by the CTOO

Scheduling, planning and co-ordinating Divisional activities

• Plan and schedule meetings for the CTOO
• Draft and distribute the agenda after approval by the CTOO
• Distribute the minutes and task list after the meeting and follows up on task list and follows through with the respective members of the meeting
• Develop and manage relationships with other Divisions
• Liaise with other Divisions, collects information from Division’s Management team and collates reports required ensuring accuracy of the reports and that reports are submitted on due dates
• Distribute correspondence in and out from the office of the CTOO
• Track Divisions expenses and report variances to the CTOO
• Support the Divisions Manco in co-coordinating their expenses as and when required

Co-ordinate meetings

Co-ordinate internal and external meeting requests:

• Prepare agenda in consultation with CTOO
• Distribute the agenda and documents for the meeting
• Source appropriate venues and manage bookings
• Make all equipment for meetings available
• Take minutes of the meeting, draft minutes for the CTOO to edit and distribute the minutes after the minutes are approved

Receive visitors for the CTOO

• Arrange visitors parking prior to arrival
• Meet and greet visitors and offer refreshments
• Ensure visitors have registered at reception on arrival
• Distribute all necessary documentation to the visitor prior to the meeting
• Co-ordinate all internal attendees for the meeting.

Administration of correspondence, documentation and stationery

• Register on receipt of hard copy documents and distribute accordingly
• Type documents for authorisation i.e. memos, letters, submissions, travel requests, requests for payments and petty cash
• Take stock of and order stationery to maintain an adequate supply of stationery items for the Division
• Archive the documentation in accordance with policies and procedures
• Provide documentation to requestors in accordance with the document management policy and procedure when requested

Facilitate events

• Receive a request for the arrangement of a conference or strategic session; or
• A conference or strategic session is arranged in accordance with the annual schedule
• Filter requests for engagements and determine relevance for referral to the CTOO
• Manage RSVPS or correspondence declining invitations
• Analyse the objectives of the event to determine the best approach to be utilised; or
• Facilitate the securing of appropriate resources in conjunction with travel and events to support the event.

Budget Monitoring

• Monitors expenditure against budget
• Support the Division in co-coordinating expenses
• Keep a register of payments made in P&C Division
• Process invoice payments on the SAP systems

Preferred Minimum Education and Experience

• Post matric qualification / Diploma in Office administration or Secretarial
• 3 - 5 years’ experience as a Personal Assistant at Executive/Chief level
• +- 3 years’ experience as Personal Assistant

Critical Competencies

• Policies and Procedures
• Executive/Chief Office Management
• Microsoft Office
• Records & document management 

Additional Requirements

• Knowledge of PFMA
• Knowledge of the company Act
• Project Coordination