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