PERSONAL ASSISTANT

Job Overview

A Personal Assistant (Level 07) position is available at Head Office in Polokwane within the Chief Directorate: Trade and Sector Development. Candidates require a Grade 12 certificate plus an NQF 6 qualification in Secretarial, Office Management, Public Administration or equivalent, along with 1-2 years of executive support, calendar management, and travel arrangement experience. Key duties include stakeholder communication, minute taking, travel coordination, diary management, and administrative support.

Requirements & Qualifications

• Grade 12
• NQF 6 qualification in Personal Assistant, Secretarial, Office Management, Public Administration, Management Assistant or equivalent as recognised by SAQA
• Minimum of one (1) to two (2) years’ working experience in rendering support to Executive Management, minutes taking, and managing traveling arrangements (developing itineraries, arranging flights and accommodation)
• Two (2) years’ experience in electronic calendar management and Microsoft Office Suite (Outlook and Excel) and relevant software (Zoom and MS Teams)
• Basic knowledge of relevant legislation/policies/prescripts, and procedures governing public service
• Basic knowledge of financial administration
• Exceptional organisational skills and meticulous attention to detail
• Strong written and verbal communication skills
• Comprehensive understanding of office management systems and applications
• Ability to handle sensitive information with utmost discretion and confidentiality

Key Duties & Responsibilities

• Receive and screen phone calls and emails, and draft professional correspondence
• Respond to enquiries received from internal and external stakeholders
• Act as the primary point of contact, greet visitors, and direct inquiries to appropriate Directorates
• Perform advanced typing work and operate office equipment
• Ensure safekeeping of documentation by organising and maintaining secure digital and physical filing systems
• Prepare and proofread submissions, and collate reports, memos, and presentation materials
• Collect, analyse and collate information requested by the Chief Director
• Coordinate meeting schedules, book appointments, and resolve scheduling conflicts
• Coordinate logistical arrangements for meetings, including agendas, booking rooms, catering, and taking minutes
• Organise travel itineraries, book flights, and arrange corporate accommodation
• Manage leave register submissions for the unit
• Order and manage office supplies, stationery, equipment and refreshments
• Keep records of expenditure commitments and monitor BAS reports for efficient financial management

Enquiries & Contact