KEY RESPONSIBILITIES 

Provide Secretarial support service to the executive authority. 

• Act as the point of contact among executives, employees, clients, and other external partners. 
• Manage information flow in a timely and accurate manner. 
• Scan and analyse incoming mail and create a to-do list for critical engagements, tasks, and responses by the executive manager. 
• From the to-do list emanating from the incoming mail, create and manage a tracker to ensure the department timeously responds and carries out tasks as per incoming requests from both internal and external. 
• Must have the ability and capability to analyse correspondence and respond in a felicitous and appropriate manner without constant supervision and directive. 
• Receive visitors to the office of the executive authority. Direct inquiries/complaints to the relevant people. 
• Utilise discretion to arrange the appointments, interviews, and appearances of the executive authority. 
• Manage and coordinate the diary of the executive authority. Compile realistic schedules of appointments for the executive authority. 
• Remind and sensitize the executive authority of appointments.  

Provide support to the executive authority regarding meetings. 

• Organise meetings and coordinate logistical arrangements for meetings, accompany the executive authority to meetings record minutes when required, and communicate resolutions. 
• Receive, collect, and check documents for meetings. 
• Monitor and manage the e-mail inbox of the executive authority. 
• Monitor the schedule of the executive authority and submit RSVPs on behalf of the executive authority.

Assist the executive authority with key stakeholder work. 

• Receive calls and requests from the investors/tenants/contractors within the applicable stakeholders of the executive authority. 
• Resolve or refer to the requests received from stakeholders for finalisation. 
• Follow-up and monitor referred requests and actions agreed upon. 
• Accompany and support the executive authority on visits to his/her engagements. 

Policy and Regulations 

• Remain up to date regarding the applicable prescripts/policies and procedures that apply to his/her work terrain. 
• Maintain abreast with the procedures and processes applicable to the office of the executive authority to include both Infrastructure division and Business Development processes and activities. 
• Initial preparation of forms and statutory returns for the Company. 

COMPETENCIES/KNOWLEDGE

Knowledge

• Document management 
• Activity tracker development and management 
• Ability to engage stakeholders effectively  

Required Skills 

• Planning & organizing skills 
• Interpersonal skills 
• Exceptional verbal & written communication skills 
• Coping under pressure 
• Excellent MS Office knowledge, Word, PowerPoint and Excel 
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines) 
• Conflict handling skills 
• Exceptional writing skills 
• Coordination skills 
• Minute Taking 
• Outstanding organizational & time management skills 
• Discretion and confidentiality are a must 

QUALIFICATIONS

• Grade 12 
• National Diploma in Office Administration / Public Administration / Management / equivalent 

 
WORK EXPERIENCE 

• Minimum of 8 years of experience working as a personal assistant to an Executive/s or Senior Manager