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COUNCIL FOR GEOSCIENCE (CGS)
 
EXECUTIVE PERSONAL ASSISTANT: CHIEF EXECUTIVE OFFICER
Salary: R 535 482.00 Cost to Company, per annum
Peromnes Grade: 09
Location: Head Office - Pretoria
Reporting Line: Chief Executive Officer
Overall Job Purpose: To manage and co-ordinate the Office of the Chief Executive to ensure its effective operation within the Council for Geoscience (CGS).
 
 
KEY RESPONSIBILITIES:
  • Executive Support:
    • Assist the CEO in building a strong administrative team and provide executive support
    • Manage and monitor activities driven through the office of the CEO, including plans and projects to ensure realisation of objectives and timeframes
    • Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments/responsibilities
    • Participate in various Steering Committees, e.g. EXCO, Strategy meeting (ATP), with the specific aim of ensuring that all tasks assigned to the CEO are carried out
    • Interact on a regular basis with the CFO, Executives, Managers, Process Owners/Subject Matter Experts in carrying out high-level assignments
    • Oversee that all the requirements for a Public Entity are complied with by the organisation and that all documents required are sent to the Department of Mineral Resources, National Treasury and Parliamentary Portfolio Committee before the stipulated deadlines
  • Collate all of the Board Meetings, Strategic Conference Sessions , EXCO Meetings and Strategy Meetings into one annual calendar and manage all changes
  • Provide executive and administrative support to the CEO in respect of external commitments/responsibilities
  • Assist with any other administrative duties the CEO requires on any project that arises as required
  • Assigning tasks to appropriate managers during the absence of the CEO ensuring that work flow continues
  • Processes the CGS’s memberships with other industry organisations
  • Maintain an up-to-date executive key client contact lists for the office of the CEO
  • Take minutes of meetings and ensure accuracy and timeous distribution
  • Arrange logistical requirements and ensure smooth running of the meetings
  • Analyse meeting requirements, prepare required information and advise the CEO
  • Manage the distribution/collection of pre-meeting materials ensuring all pre-readings and reports are available before every meeting
  • Attend to any outstanding actions resulting from meetings arranged and/or attended
  • Rendering of travel coordination and arrangements services for the CEO:
  • Board and EXCO Support and Liaison Management
    • Compile and distribute meeting documents to the EXCO for the CEO
    • Collate and submit monthly reports of the Executive Managers for the CEO
    • Compile EXCO reports for the CEO
    • Assists in coordinating the agenda of Strategy (ATP) meetings
    • Compile and distribute meeting documents to the Board for the CEO
    • Compile Board and EXCO reports for the CEO
 
KEY PERSONAL ATTRIBUTES AND REQUIRED SKILLS:
  • Ability to develop and maintain good working relationships at all levels
  • Ability to think ahead and anticipate needs before they arise
  • Ability to exercise discretion in dealing with confidential or sensitive matters
  • Confident and able to work on own initiative and with limited supervision
  • Strong organisational and planning skills with ability to prioritise
  • Excellent verbal and written communication skills
  • Well-developed interpersonal skills
  • Ability to filter information and assess priorities in order to manage own workload with conflicting demands and during busy work
  • Teamwork and collaboration
  • Problem-solving
  • Report writing skills
  • Work under pressure
  • Computer literate
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QUALIFICATIONS AND EXPERIENCE:
  • Diploma in Administration/Information Science or equivalent plus 10 years’ experience as an Executive Assistant/Officer to a Chief Executive Officer and or member of Management/providing administration to a Business Unit OR
  • Degree in Administration/Information Science or equivalent qualification plus 5 years’ experience as an Executive Assistant/Officer to a Chief Executive Officer and or member of Management/ providing administration to a Business Unit.
  • Experience in and understanding of executive support environment, office management and secretarial practices
  • Experience in an administration/executive assistant/PA role requiring tact, judgement and discretion in handling internal and external stakeholders
  • Fully computer literate with an advanced level of MS Office
  • Excellent typing skills (60 wpm)
  • Knowledge and technical skills or proven expertise in Diary Management, Email Monitoring, Meeting Logistics, Travel Arrangements, Records and Archive Management, Events Coordination, and Customer Services
  • Understanding of Corporate Governance
  • Broad understanding of Geological Science
  • Knowledge of Public Finance Management Act (PFMA)
  • Understanding of protocol matters with regard to government, parliament, and other-key stakeholders
 
 
The CGS is committed to Employment Equity and diversity. In accordance with the CGS Employment Plan, preference will be given but not limited to candidates from under-represented designated groups. Females and people from previously disadvantaged groups and sectors are encouraged to apply. If you meet the above requirements and wish to apply, please send your application to careers@geoscience.org.za. Please quote the position title as reference when submitting your applications.
 
Correspondence will only be entered into with the shortlisted candidates.
The CGS reserves the right to not make appointment
All appointments are subject to vetting processes.
 
Closing Date: 04 February, 2020