Personal Assistant

EdUpStairs; Polokwane; On-site; ZAR 338,000 - 398,000; Full time

Job summary

EdUpStairs in Polokwane is seeking an Executive Support Officer to assist the CFO with diary management, meetings, and document preparation. You will coordinate engagements, draft briefing notes, and ensure smooth information flow between the CFO’s office and other units.

The role requires a Grade 12 with an NQF 6 in relevant field and 1–2 years’ experience supporting senior management. Proficiency in MS Office and confidentiality are essential, with a bachelor’s degree offering an advantage.

Qualifications

• Grade 12 with an NQF 6 qualification in Office Administration or related field.
• Minimum 1–2 years’ experience supporting SMS/Executive Management.
• Experience in diary management, travel coordination, and secretarial services.
• Proficiency with PFMA, Treasury Regulations, and DPSA prescripts is beneficial.

Responsibilities

• Manage the CFO’s diary, schedule appointments, and coordinate engagements.
• Handle correspondence, prepare briefing notes, and draft official documents.
• Ensure effective flow of information and documents to and from the CFO’s office.
• Organise meetings, prepare agendas, take minutes, and follow up on decisions.
• Coordinate travel arrangements, logistics, and event planning for the CFO.
• Maintain safekeeping of all documentation in line with legislation and policies.
• Assist the CFO’s unit in determining funding requirements for MTEF submissions.
• Keep records of expenditure commitments, monitor expenditure, and alert the CFO of possible over/under spending.
• Check and correlate BAS/financial system reports to ensure expenditure is correctly allocated.
• Draft memos for shifting of funds (movement of funds between budget items) for CFO’s review.
• Compare MTEF allocations with requested budgets and inform the CFO of variances.
• Handle procurement of standard items for the CFO’s office.
• Obtain necessary signatures on procurement advices and salary reports.
• Coordinate logistical arrangements for CFO’s meetings, workshops, and official events.
• Collect, analyse, and compile information requested by the CFO.
• Prepare briefing notes and meeting packs for CFO engagements.
• Record minutes/decisions of CFO meetings and follow up on progress.

Skills

Excellent communication skills

High-level organisational skills

Discretion with confidential info

Interpersonal skills

Education

Grade 12 + NQF 6 in Office Admin / Public Mgmt / Management Assistant

Bachelor’s degree (advantage)

Tools

Microsoft Office Suite

BAS / financial system

Job description

Salary: R338 106 – R398 277 per annum (Level 07)

Requirements

• Grade 12 plus an NQF 6 qualification in Office Administration / Public Management / Management Assistant or equivalent as recognized by SAQA.
• A Bachelor’s degree will be an added advantage.
• Minimum of one (1) to two (2) years’ experience providing support to SMS/Executive Management.
• Experience in diary management, travel coordination, and secretarial services.
• Exposure to basic financial administration and procurement processes.
• Valid driver’s license (with exception of persons with disability).
• Skills And Knowledge: Basic knowledge of PFMA, Treasury Regulations, and DPSA prescripts.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication skills (verbal and written).
• High-level organisational and time management skills.
• Ability to handle confidential information with discretion.
• Professionalism, courtesy, and strong interpersonal skills

Duties

• Manage the CFO’s diary, schedule appointments, and coordinate engagements.
• Handle correspondence, prepare briefing notes, and draft official documents.
• Ensure effective flow of information and documents to and from the CFO’s office.
• Organise meetings, prepare agendas, take minutes, and follow up on decisions.
• Coordinate travel arrangements, logistics, and event planning for the CFO.
• Maintain safekeeping of all documentation in line with legislation and policies. Collect, collate, and coordinate documents related to the CFO’s unit budget.
• Assist the CFO’s unit in determining funding requirements for MTEF submissions.
• Keep records of expenditure commitments, monitor expenditure, and alert the CFO of possible over/under spending.
• Check and correlate BAS/financial system reports to ensure expenditure is correctly allocated.
• Draft memos for shifting of funds (movement of funds between budget items) for CFO’s review.
• Compare MTEF allocations with requested budgets and inform the CFO of variances.
• Handle procurement of standard items (stationery, refreshments, etc.) for the CFO’s office.
• Obtain necessary signatures on procurement advices and salary reports.
• Coordinate logistical arrangements for CFO’s meetings, workshops, and official events.
• Collect, analyse, and compile information requested by the CFO.
• Prepare briefing notes and meeting packs for CFO engagements.
• Record minutes/decisions of CFO meetings and follow up on progress.