Personal Assistant to Executive
Reference Number: WS02/012026
Location: Centurion
Closing Date: 28 January 2026
Summary:
The position of Personal Assistant to the Executive – Weather Climate Service (WCS) is mainly
responsible to provide professional and efficient secretarial and administrative support to the
Executive. Maintaining executive’s diary and arranging meetings, conferences etc. Attending meetings
and taking minutes.
Key Performance Areas
KPI 1 Diary Management
- Manages the executive’s diary and schedules meetings and where applicable, book meeting
rooms accordingly. - Drafts meeting agendas and ensure the timeous distribution of meeting packs
- Accurate minute taking and timeous distribution of these and matters arising from meetings
- Follows up on action items from meetings to ensure completion within stipulated deadlines.
- Manage office in absence of Executive.
KPI 2 Hosting and Meeting Coordination
- Professionally greeting of the executive’s visitors on arrival at SAWS and escorting them to the
Office/Boardroom. - Organising the requisite refreshments for meetings where necessary
KPI 3 Administration/Office Support
- Managing the executive’s inbox, screen all correspondence and action them where appropriate
and where relevant, ensures that the executive actions the items that need his attention. - Answering and screening telephone calls and where applicable, forward these to the relevant
employees. - Accurate record keeping and filing of documents. Ensuring that classified and confidential
documents are kept safely. - Preparing reports, presentations, Board packs and correspondence accurately and swiftly.
- Typing of official letters, memorandums, and general correspondence for internal and external
purposes. - Coordinates logistical arrangements for the Executive in line with procurement process.
- Develops a database of contacts and updates regularly to ensure current information.
KPI 4 Travel Arrangements
- Manage the executive’s (or any other team member) travelling arrangements including –
flights, accommodation, car hire, itinerary etc. - Assist with the processing and submission of travelling claims the Executive’s return.
KPI 5 Stakeholder Management
- Acting as the point of contact among executives, employees, clients, and other external
partners - Coordinate the function’s compliance and annual submissions e.g., Declarations of Interest,
requests from auditors, performance agreements and assessments, APP reports etc.
Minimum Requirements
- A National Diploma in administration or secretarial qualification (NQF 6).
- At least 5 years of relevant experience in an executive support role.
- Knowledge and experience related to Board submissions will also be an added advantage.
Attributes and Competencies
- Excellent interpersonal skills
- Administrative skills
- Good organizational skills and detail oriented.
- Good written and verbal communication skills.
- Proficiency in Microsoft Office (Outlook, PowerPoint, Word, and Excel)
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