Personal Assistant - Transnet

Position Purpose:

To support the effective functioning of the executive office by providing high-level administrative support and professional executive assistance, whilst maintaining the appropriate level of confidentiality, sophistication and protocol required of this position. Enhance and protect the image and reputation of the executive by portraying professionalism and integrity in all interaction and communication with other parties

Position outputs:

• Manage and maintain the executive's schedule with due consideration of the corporate calendar and relevant events, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations. This includes daily time management and consultation with relevant stakeholders to ensure the Optimisation of the executive's time, availability an contribution

• Act as the first point of contact, representative and information source for the executive's office, and respond to basic queries and requests for information. Receive and welcome VIPs and visitors courteously and professionally. Screen all incoming calls of the executive and divert or take messages.

• Respond to queries where possible on behalf of the executive in his/her absence
• Schedule and arrange meetings for the executive nationally and internationally, ensuring that agendas are prepared, required inputs are received from all parties concerned, and all relevant documentation is in order. Brief and update the executive on the context of meetings in advance, as well as the input and actions required from him/her at the meeting. Pro- actively determine and obtain relevant information required to support the executive's contribution. Coordinate logistics as required

• Coordinate local and international travel, accommodation and subsistence for the executive when required including currency and account reconciliation

• Arrange that minutes of meetings are taken, or take and distribute minutes to all relevant stakeholders. Monitor and confirm that actions arising from meetings are executed or attended to.

• Establish and maintain a secure and effective e-filing and document management system for fast retrieval of data and information

• Establish and maintain sound relations with all relevant stakeholders such as Board members, other executives, and general staff in assisting with requests to and from the executive, dealing with issues/queries, and managing incoming and outgoing instructions and responses to and from the executive.

• Set the standard of executive office protocol, i.e. the way things are done in terms of executive office management processes and practices, including for stakeholder relations management in the context of executive assistance.
• Ensure that the required protocol is followed at all times, demonstrating cultural awareness as well as awareness for the standing and position of visitors and staff, ensure that the Transnet corporate Identity is accurately reflected in and around the executive's office i.e. as reflected in brochures, booklets, stationed, etc

• Ensure effective management of the executive office through the efficient use of technology, ensuring optimisation of available hardware, software and equipment, by ensuring effective functioning of all systems and equipment, and by ensuring correct and adequate stationery and required catering.

• Report expenditure and variances to the budget of the executive's office on a monthly basis and manage flow of funds to ensure continued availability

• Liaise and interface with relevant internal and external stakeholders such as suppliers, senior government officials, clients, and other executives as required, conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality.

• Maintain effective communication channels at all times to keep the executive informed of relevant events and important information whether at the office or travelling abroad

• Prepare professional business correspondence accurately, timeously, and as specified for review and approval by the executive when required to do so

• Develop or arrange the development of PowerPoint and Excel presentations in line with the executive's requirement.
• Conduct first-line research for the executive when required, consulting relevant internal or external sources, and/or by doing desktop research. Analyse and summarise information into a report for ease of use by the executive

• As an expert regarding office management systems, processes, procedures and practices, the Personal Assistant also assist other secretaries in the implementation of office management best practices. Suggest changes to office management processes and practices in order to streamline operations

• Coach and guide junior and lower-level secretaries on protocol and correct office management processes and practices when required to ensure that professional standards are maintained

• Act as a role model for secretaries in the organization

Qualifications & Experience:

• B degree in Business Administration
• Minimum 8 years relevant experience. The years’ experience is needed to provide a proper career path (Secretary/ Senior
  Secretary / Executive Secretary)
• 6 months on"the"job familiarisation (knowledge of all ODs, Business Units; Committees, Boards, Local and National
  Government Bodies, etc.)

Competencies:

Knowledge required:

• Detailed knowledge of policies, procedures, principles, standards & processes (Governance, Delegation of Authority, Procurement, Compliance, etc.)
• Advanced knowledge of MS Office and Windows
• SAP R3 knowledge
• Knowledge and understanding of required protocol in communication and interaction at all levels
• Ability to work under pressure and meet deadlines
• Ability to work with tact and discretion
• Excellent planning and organizing skills
• Exceptional communication skills (written and verbal)

• Excellent time management

Skills Required:

Knowledge regarding the various functional areas (e.g. Human Resources, Finance, Supply Chain etc.)

• Financial Analysis skills
• Project Management skills Conflict management skills
• Facilitation and negotiation skills
• Report writing skills
• Interpersonal skills to engage with stakeholders at different levels
• Analytical thinking Conceptual thinking
• Strong ethics.
• Assertiveness