Departmental Administrator / Personal Assistant Group Marketing and Communications

Applications must be accompanied by a curriculum vitae, certified copies of qualifications and certified copies of identity documentation. Preference will be given to people with disabilities, women and previously disadvantaged individuals to promote Employment Equity within the group

Only shortlisted candidates will be contacted. If you have not heard from us within three months of the closing date, please regard your application as having been unsuccessful.

Higher Certificate or NQF Level 5 in Business Administration, Corporate Communications, Corporate Administration, or a closely related field. Experience: A minimum of 2 years of proven experience providing high-level administrative or executive support. Technical Expertise: Demonstrable expertise in contract administration, compliance tracking, and document lifecycle management. Core Competencies: Advanced proficiency in Microsoft Office Suite and AI tools e.g. Copilot or Gemini Pro

Executive Support- Provide comprehensive administrative support to senior executives, managing their calendars, appointments, and travel arrangements. Function as a liaison between executives and internal/external stakeholders, ensuring effective communication. Support in the overseeing of day-to-day office operations, ensuring a well-maintained and organized work environment.

Stakeholder and Vendor Coordination- Act as the primary point of contact between internal teams, vendors, suppliers, and legal/procurement partners. Facilitate signoffs, variations and briefing sessions for vendors. Monitor contract values, invoicing milestones, and budget compliance in collaboration with finance teams.

Track vendor or contractor performance against agreed Service Level Agreements (SLAs). Document Management- Oversee the end-to-end contract lifecycle, including drafting, reviewing, tracking milestones, and archiving digital/physical records. Maintain accurate databases and logs for active contracts, renewal dates, and expiration warnings.

Draft and edit correspondence, reports, presentations, and other documents on behalf of senior executives. Ensure the accuracy and quality of all written materials. Maintain organized electronic and physical filing systems for efficient document retrieval.

Assist in drafting and editing documents, reports, and presentations as needed. Prepare meeting agendas, materials, and follow-up documentation. Stakeholder Relationship Management- Respond to inquiries and provide information to internal and external stakeholders.

Function as a liaison between different departments, fostering effective communication and collaboration. Maintain external relationships with service providers and suppliers, stakeholders, shareholders, and relevant provincial and national departments. Good Corporate Governance, Risk & Compliance.

Provide input in the development of internal control policies, processes and procedures in line with any relevant legislation and best practices. Ensure that all operational activities of the department are conducted in accordance with the PFMA, relevant regulations, the GGDA’s Code of Business Conduct and Ethics, sound business practices, and the other policies and practices approved by the Board. Support, coordination, and submission of department and sub-committee documents.

Support the corporate administration and management of agreements from drafting and review to execution, compliance tracking, and closeout reports of events and communication campaigns. Ensure all agreements adhere to internal company policies, industry standards, and local/legal regulatory frameworks- Identify contractual risks, discrepancies, or potential breaches early and escalate them to legal or management. Organizational Effectiveness.

Provide administrative support to the department to ensure operational effectiveness and efficiency.

Establish effective control and coordination mechanisms for the department. Support the planning and execution of GGDA events, workshops, and meetings. Coordinate logistics, including venue bookings, catering, and participant registration.

Applications must be submitted online via the GGDA vacancies portal: https://ggda.co.za/vacancies