Executive Personal Assistant for Legal Aid | Onsite Jhb (R25000 p/m)

Legal Aid SA is a National Public Entity; a key contributor to South Africa’s constitutional democracy, providing quality legal services to indigent and vulnerable persons. The organisation has a national footprint in all nine (9) provinces. Legal Aid SA is a credible employer of choice, boasting Top Employer SA accreditation for 15 consecutive years. We offer an exciting Employee Value Proposition with opportunities for development, career growth and an inspiring workplace.

Applications are invited from persons interested to fill the above-mentioned position. The incumbent will be appointed on a permanent basis. The position is based at Legal Aid SA’s National Office in Braamfontein.

JOB SUMMARY

The purpose of this role is to act as a central point of coordination within the Human Resources Executive’s office, ensuring the effective execution of HR-related initiatives and projects. By maintaining confidentiality, professionalism and exceptional attention to detail, the Executive Personal Assistant contributes to the overall success of the HR function at Legal Aid SA. The Executive Personal Assistant to the HR Executive provides comprehensive administrative and organisational support, ensuring seamless management of the HR Executive’s responsibilities and commitments.

This role plays a critical part in streamlining operations and enhancing the HR Executive’s efficiency by managing schedules, coordinating meetings and handling high-level communication with both internal and external stakeholders.

KEY OUTPUTS

Executive Support:

• Manage and coordinate the HR Executive’s calendar, including scheduling meetings, appointments and travel arrangements.
• Prepare agendas, briefing materials and presentations for meetings and events.
• Act as the point of contact between the HR Executive and internal/external stakeholders.
• Handle and prioritise correspondence, including emails, phone calls, and letters.

Administrative Management:

• Maintain an organised filing system for documents and records.
• Draft and proofread correspondence, reports and presentations.
• Coordinate logistics for meetings, conferences and workshops.
• Manage office supplies and ensure the efficient functioning of the HR Executive’s office.

Confidentiality and Professionalism:

• Handle sensitive information with utmost confidentiality and discretion.
• Demonstrate professionalism in all interactions with stakeholders.

Project Coordination:

• Assist the HR Executive in tracking and managing key HR projects.
• Liaise with team members and departments to ensure deadlines and deliverables are met.
• Provide support in compiling reports, data and statistics for HR initiatives.

Relationship Management:

• Foster and maintain professional relationships with internal and external stakeholders.
• Act as a liaison between the HR Executive and other departments or organisations.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED              

• National Diploma or Bachelor’s Degree in Office Administration, Business Administration or related field.
• At least five (5) years of experience as a Personal Assistant or Executive Assistant, with two (2) years supporting at an Executive level.
• Proficiency in the MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with a professional demeanour.
• Ability to build and maintain relationships at all levels of the organisation.
• High level of integrity and confidentiality.
• Attention to detail and accuracy.
• Ability to work under pressure and manage competing priorities.
• Able to create functional integration between the Office of the HRE and Executives.
• Ability to implement best practices and work effectively with Executive Management.
• Able to partner with Executive Management to support the achievement of strategic objectives through effective secretarial support processes.
• Effective working relationship with the HRE and Executive Management.
• Excellent analytical and organisational skills, business acumen, the ability to deal with ambiguity, meet demanding deadlines and manage projects.
• Consulting skills and a collaborative style are necessary for this position. Basic financial and people skills are necessary.
• Experience that would assist the incumbent in driving a service excellence mindset and building relationships between the HRE and Executives.
• Experience in strategic and business planning and monitoring and reporting.

BASIC SALARY: Level 7 (R308,154.00) per annum plus benefits

A detailed curriculum vitae reflecting practical application of the position outputs and the required competencies as advertised must be submitted by close of business on 18 December 2024, quoting the reference number NO/HR/EXCPA/02/12/2024 in the subject line to Recruit [at] legal-aid.co.za or apply online at www.legal-aid.co.za