EXECUTIVE OFFICE ADMINISTRATOR

CEF SOC
CEF is a Schedule 2 state owned diversified energy company reporting to the Department of
Mineral Resources and Energy. The Mandate of CEF is to contribute to the security of energy
supply of South Africa and the Region through exploration, acquisition, development,
marketing and strategic partnership. It is derived from the CEF Act (No 38 of 1977) and the
Ministerial directives issued thereafter.

REQUIRED MINIMUM QUALIFICATIONS AND EXPERIENCE

• Minimum 6 – 8 years of which 3 years must be Specialist Level experience as a PA or
  Administrator of which 5 would be spent servicing Executive office.
• Matric (NQF Level 4) and National Diploma (NQF Level 6) or bachelor’s degree (NQF
  Level 7) as essential.
• Honours / BTech Degree (NQF Level 8) or post graduate diploma (NQF Level 8) as an
  added advantage.

DESIRED ADDITIONAL SKILLS/ COMPETENCIES

• Must have experience in supporting a senior executive in a fast-paced and demanding
  work environment; references mandatory.
• Demonstrated professionalism and discretion and experience in working with highly
  confidential information.
• Can-do attitude; must be proactive and solution oriented, looking for ways to add
  value and assist the team.
• Demonstrate ability to multi-task, respond to needs quickly and efficiently and prioritize
  work with a strong attention to detail.
• Must be a self-starter and able to work with little or no supervision.
• Ability to effectively communicate and collaborate with a diverse range of people and
  job functions.
• Exercise excellent judgment in setting priorities and interacting with internal and
  external clients.
• Demonstrate ability to anticipate the needs of the executive and team.
• Ability to work well under pressure and respond to tight deadlines.
• Excellent verbal and written communication skills.
• Strong focus on customer service, team player mentality and ability to work
  collaboratively with others.
• Fully proficient on all Microsoft products including Excel, PowerPoint, Word and Outlook.

KEY PERFORMANCE INDICATORS
Provide efficient office management function for the Executives

• Serve as a first point of contact for executive and developing systems to prioritize
  executive’s time and activities
• Drafting correspondence, calendaring meetings, answering and screening executive’s
  phone calls and directing inquiries to the proper party within the team.
• Making extensive travel arrangements (airline and hotel reservations) and processing
  expense reports.
• Establish and maintain effective and cooperative professional business relationships
  with all levels of management, employees and outside clients.
• Act as a liaison, creative problem solver, and facilitator in managing support
  responsibilities.
• Facilitating and coordination of communications and administrative procedures across
  the team.
• Coordinating conference/meeting room set-up, ordering catering, and making
  logistical arrangements.
• Providing back up assistance to other administrative support team members as
  needed.
• Support projects as needed for the senior executive such as employee rewards
  programs and the creation of functional org charts.
  Provide Liaison function between the Executive and external stakeholders
• Co-ordinate travel and accommodation requirements
• Capture requisitions on e-work flow
• Ensure that stationery is requested at all times
  Ensure that all administrative functions are efficiently carried out
• Type letters, memoranda, reports and presentations on behalf of the Executives. These
  will include compiling Excel spreadsheet, PowerPoint presentation and Project Plans
• Develop and maintain an accurate record of papers and electronic correspondence
  on behalf of the executives
• Keep record room filing orderly and retrieve files as when required
  Financial Reporting
• Track and submit time and expense reports and perform support project-oriented
  activities.
• Process various documents on behalf of the Executives as part of the procurement
  process
  Research
• Utilise the Internet to gather information to make informed decisions, support initiatives
  and find solutions on behalf of the Executives
  Closing Date: 24 July 2023
  Please submit a detailed Curriculum Vitae to ExecOfficeAdministrator@cefgroup.co.za
  NOTE: The successful candidate/s for the advertised position/s will be required to undergo personnel
  suitability checks, which includes, criminal records, citizenship, financial checks, qualifications and
  previous employment (Reference checks). It is the responsibility of the applicant to make sure that
  foreign qualifications are evaluated by the South African Qualifications Authority and the evaluation
  certificate is attached to the application on submission. If you do not hear from the CEF SOC three
  months after the closing date of the advertisement, consider your application unsuccessful. CEF SOC
  reserves the right to not fill this position. CEF SOC is an equal employment opportunity and affirmative
  action employer and it is committed to the achievement and maintenance of diversity and equity in
  employment, especially in respect of race, gender and disability. This position will be filled in
  accordance with the CEF SOC Employment Equity Plan.

All the best with your applications