Description
Administrative/Personal Assistant Support

Proactively manage and coordinate the diary of the DCA prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
Provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the DCA.
Quality check all documents for DCA’s signature
Plan and coordinate logistics for the DCA’s participation to internal and external events.
Procure office supplies when required
Write and prepare minutes of meetings
Manage the office of the DCA’s budget.
Undertake any other appropriate duties as required to support the DCA.
Proactively attend to all DCA’s responsibilities through prioritization of tasks and activities requiring the attention of the DCA
Be prepared to travel when necessary

Stakeholder Relations

Serve as the primary liaison between the DCA and both internal and external clients
Manage all meeting requests and queries appropriately

Coordinate Travel

Co-ordinate the Director of Civil Aviation’s travel and accommodation nationally and internationally.
Partner with Supply Chain to ensure that the most cost-effective travel options are sourced

Submissions and Deadlines

Assist in compiling the Director of Civil Aviation Reports.
Format all reports and board submissions by Quality checking all documents to ensure that they are in line with policy requirements.
Assist in ensuring that the Director of Civil Aviation deadlines are adhered to (submissions to Board Meetings, DoT, and Minister).

Confidentiality

Perform all the duties with complete discretion and a high regard for confidentiality.
Undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of the organisation.

Correspondence Management

Process all communications and correspondence for the office of the DCA and ensure they are dealt with and responded to timeously.
Anticipate, and prepare briefing papers in advance of appointments and presentations.
Facilitate the signing of documents for DCA’s attention.
Maintain effective filling and data storage including emails and retrieval systems ensuring the needs of the DCA are met

Requirements
Minimum Qualification:

NQF Level 6 Formal qualification in Secretarial or Administration or equivalent

Ideal Qualification:

Related Degree or equivalent

Experience:

5 – 7 Years Personal Assistant to an Executive or CEO

Closing Date: 02 July 2024

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