Personal Assistant

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

Job summary

EdUpStairs in Pretoria is seeking a capable Administrative Secretary to support the Secretary for Defence with executive administrative tasks. You will handle reception, document preparation, and efficient filing while coordinating meetings and travel.

The role requires strong organisation, discretion, and excellent communication skills, with prior experience in government or public service settings preferred.

Qualifications

• Grade 12 (NQF 4) or equivalent with Secretarial Diploma.
• A National Diploma (NQF 6) will serve as an added advantage or equivalent qualification.
• Minimum of three years experience providing support to Senior Management and executive administration.

Responsibilities

• Provide secretarial, reception and administrative support to the Secretary for Defence.
• Receive visitors, screen and direct calls and handle enquiries professionally.
• Maintain filing and records management in line with policies and procedures.
• Prepare briefing notes, reports and submissions for the Secretary for Defence.
• Coordinate meetings, venues, catering, documentation and technical needs.
• Arrange travel and accommodation for the Secretary for Defence.
• Liaise with internal and external stakeholders on behalf of the Secretary for Defence.
• Maintain confidentiality of sensitive information.

Skills

Organisational skills

Time management

People skills

Communication

Discretion

Research

Education

Grade 12 (NQF 4)

Secretarial Diploma

National Diploma (NQF6) as advantage

Tools

PowerPoint

Job description

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

Requirements

• Grade 12 (NQF Level 4) or equivalent with Secretarial Diploma.
• A National Diploma (NQF Level 6) will serve as an added advantage or equivalent qualification.
• A minimum of three (3) years collective experience, rendering a support service to Senior Management and executive administrative support
• services inclusive of report writing and briefing preparation with strong organisational skills to Senior Management.
• Knowledge of Public Service legislation, Records Management, Office Administration, and Financial
• Administration. Special requirements (skills needed): Sound organisational skills and time management skills.
• Good people skills. High level of reliability.
• Proven written and verbal communication skills.
• Ability to act with tact and discretion.
• Ability to do research and analyse documents and situations.
• Good grooming and presentation.
• Self-management and motivation.
• Provensitive information and documents at all times.
• Computer skills including use of PowerPoint computer program.

Duties

• A successful candidate will be required to perform the following duties: Provide secretarial, reception and administrative support services to the Secretary for
• Defence.
• Receive visitors, screen and direct telephone calls and handle enquiries in professional manner.
• Ensure efficient and effective administrative support to the Secretary for Defence in accordance with departmental
• requirements.
• Scrutinises documents to determine actions/information/other documents required for meetings.Maintain an effective filing and records management system and administrative co-ordination in accordance with
• applicable policies and procedures.
• Remain abreast of relevant legislation, prescripts, policies, procedures and directives applicable to the work
• environment.
• Prepare and compile briefing notes, reports, correspondence, submissions, other documents and relevant information for the Secretary for
• Defence as required.
• Coordinate logistical arrangements for meetings, including venues, catering, documentation and technical requirements.
• Coordinates the procurement of goods and items for the activities of the Secretary for Defence.
• Coordinates the travel and accommodation arrangements for the Secretary for Defence during meetings and visits.
• Liaise with internal and external stakeholders on behalf of the Secretary for Defence.
• Maintain confidentiality of sensitive information and documents at all times.