Executive Secretary - South African Civil Aviation Authority

OVERALL PURPOSE OF THE JOB

To offer professional support at the Executive level in terms of all office management requirements.

PLANNING

• Participate in divisional planning of activities.
• Assist in the development of project specific action plans.
• Manage both manual and electronic diaries.
• Arrange and set up workshops/seminars/team building initiatives.

PROCUREMENT

• Undertake all logistical arrangements in support of meetings, workshops or other divisional activities.
• Draft minutes of meetings and feedback to relevant persons.
• Assist manager in the preparation of presentations. Procure requirements.
• Typing of minutes.

INFORMATION PROVISION

• Collect and consolidate data.
• Source information quotes.
• Assist manager in compiling information.

STAKEHOLDER PROVISION

• Implement high quality written and verbal communication with stakeholders.
• Customer liaison and support (locally and internationally).
• Arrange for gift selection and wrapping.

FINANCIAL ADMINISTRATION

• Obtain quotes.
• Prepare the relevant documentation.
• Obtain the invoices and forward to finance for payment in accordance with financial procedures policy.

OFFICE ADMINISTRATION

• Provide all administrative support.
• Coordinate all logistical arrangements for local and international travel, car hire and accommodation.
• Procure office requirements.
• Coordinate IT related issues.

Requirements

Minimum Qualification:

• Grade 12 plus Secretarial Diploma

Ideal Qualification:

• Bachelor of Business Administration

Experience:

• 3 years Executive Secretary or Office Management