Transnet: Personal Assistant Internship 2021

Operating Division: TPT POD Corporate H/O
Position Title: Personal Assistant
Employee Group: Permanent
Department: Office of CE
Location: Durban
Reporting To: Chief Executive
Grade Level: F
Reference Number: 20200924

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 Chief executive by portraying professionalism and integrity in all interaction and communication with other parties:

Position outputs:

1.Manage and maintain the Chief 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.
2.Act as first point of contact, representative and information source for the executive’s office, and respond to basic queries and requests for information.
3.Receive and welcome VIP’s and visitors courteously and professionally.
4.Schedule and arrange meetings for the executive nationally and internationally, ensuring that agendas are prepared, required inputs are received from all parties concerned, and that all relevant documentation is in order.
5.Co-ordinate local and international travel, accommodation and subsistence for the executive when required, including currency and account reconciliation.
6.Arrange that minutes of meetings are taken, or take and distribute minutes to all relevant stakeholders.
7.Establish and maintain a secure and effective e-filing and document management system for the fast retrieval of data and information.
8.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.
9.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.
10.Ensure effective management of the executive office through the efficient use of technology, ensuring optimisation of available hardware, software and equipment.
11.Report expenditure and variances to the budget of the executive office on a monthly basis and manage flow of funds to ensure continued availability.
12.Liaise and interface with relevant internal and external stakeholders such as suppliers, senior government officials, clients, and other executives as required while maintaining the required level of confidentiality.
13.Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the executive.
14.Compile presentations in line with the executive’s requirements.
15.Conduct first-line research for the executive when required, consulting relevant internal or external sources.
16.Coach and guide junior and lower level secretaries on protocol and correct office management processes and practices as and when required.

Qualifications & Experience:

• Bachelor Degree in Business Administration or Relevant NQF level 7.
• Minimum 8 years relevant experience.

Competencies:

• Detailed knowledge of policies, procedures, principle’s, standards and processes (governance, delegation of authority, procurement, compliance, etc.)
• 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
• Must have strong ethics
• Highly assertive

Anchoring the Transnet Way

• Is a conceptual and analytical thinker
• Is results focused
• Is courageous
• Is resilient
• Is emotionally intelligent
• Is an excellent communicator and regulator

Leading the Transnet Way

• Is visionary and inspiring
• Is strategic
• Is collaborative
• Is innovative and entrepreneurial
• Has impact and influence
• Is a change agent

Managing the Transnet Way

• Optimizes business performance
• Manages finances
• Manages people & teams
• Delights customers
• Manages programs, projects & contracts
• Manages risk and compliance

Sustaining the Transnet Way

• Empowers and develops others
• Is inquisitive and develops self
• Manages and shares information
• Role models the culture and values
• Embraces diversity
• Has the right skills

Apply Online for the Transnet: Personal Assistant

Closing Date: 25-01-2021