Executive PA to Provincial Executive

REF: LMP-PO/PA/28/08/2026

EXECUTIVE PA TO PROVINCIAL EXECUTIVE

INTERNAL AND EXTERNAL ADVERTISEMENT

LIMPOPO/MPUMALANGA PROVINCIAL OFFICE

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 17 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 the Limpopo/Mpumalanga Provincial Office.

KEY OUTPUTS AND ACCOUNTABILITIES:

• To provide an effective executive secretarial and administrative support service to the Office of the Provincial Executive.
• Arrange meetings, conferences, workshops, interviews, et cetera, according to priority.
• Scheduling/rescheduling of appointments and meetings correctly and timeously.
• Synchronisation between electronic and manual diaries.
• Prepare an accurate and updated diary and follow-up system at all times to ensure proper access control to the Provincial Executive.
• Confirm venue and catering arrangements before events.
• Keep accurate records of all messages taken for the attention of the Provincial Executive.
• Ensure that the Office of the Provincial Executive and own workstation is kept clean and neat at all times.
• Maintain good relations with all internal and external customers/stakeholders.
• Effectively communicate with people at all levels on behalf of the Provincial Executive as per the instructions or in the execution of duties.
• Arrange Provincial Office events and functions in accordance with Legal Aid SA procedures.
• Compile agenda, previous minutes, reports and relevant documentation accurately in accordance with the Provincial Executive’s requirements.
• Accurately inform all concerned per e-mail of meeting dates, times and venues.
• Distribute documentation seven (7) days before meetings.
• Confirm attendance one (1) day before the meeting.
• Oversee printing/copying and binding of meeting packs in required format and process electronic documentation in line with Legal Aid SA administrative procedures.
• Ensure that documents distributed internally or externally are of a high standard.
• Handle incoming and outgoing mail in accordance with Legal Aid SA administrative procedures.
• Ensure that all contracts are finalised in terms of the Legal Aid SA approval framework.
• Keep records as per the legal requirements and file documents 100% correctly according to the Filing Index System.
• Complete travel arrangements for the Provincial Executive and other staff within the requirements and deadlines according to financial and procurement procedures, with no double or incorrect bookings.
• Complete Provincial Executive/Head of Office expense claims 100% within Legal Aid SA policies and procedures.
• Type assignments for completion within agreed time frames, perform spell checks on all documents and treat them as confidential.
• Attend to visitors promptly according to Protocol on receiving guests and as per scheduled appointments. Make discretionary decisions when managing difficult clients.
• Arrange secure parking for visitors according to Legal Aid SA security policies and procedures.
• Comply 100% with the Client Service Standards Charter by ensuring that customer needs are identified quickly and correctly, clients are provided with correct information and directed to a person who can assist them. Clients are made to feel at ease.
• Refer all internal and external queries timeously to the relevant Manager/Executive and keep accurate records of client complaints and referrals to relevant Local Offices/Provincial Offices until finalisation.
• Accurate maintenance of personnel records and keep leave records in the required format.
• Conduct a bi-annual/annual audit of fixed assets to ensure that all assets are recorded and that they exist.
• Maintain fixed assets, tools and equipment, photocopy, fax, petrol card and vehicle key registers.
• Comply with Legal Aid SA Procurement Regulations by ensuring payment of creditors in accordance with Legal Aid SA Financial Policy/Procedures and maintain Purchase Orders accurately as per set procedures.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED

• A recognised Grade 12 certificate with a Secretarial Diploma and high level of proficiency in using MS Office Programmes.
• Minimum three (3) years of secretarial experience.
• Consulting skills and a collaborative style are necessary for this position. Basic financial and people skills are necessary.
• Excellent analytical and organisational skills, business acumen, the ability to deal with ambiguity, meet demanding deadlines and manage projects.
• Service excellence is imperative.
• Multi-level and diverse stakeholders’ attributes for the role.
• Complexity in co-ordinating across organisational levels.

BASIC SALARY: Level 7 (R338,106.00) plus benefits per annum

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 15 September 2026, quoting the reference number REF: LMP-PO/PA/28/08/2026 in the subject line toLMPRecruit [at] legal-aid.co.za or apply online at www.legal-aid.co.za

Applicants must replace the [at] with the @ symbol when sending an email. This will format the email address correctly for sending. It is displayed differently on our website as a cybersecurity protection measure.

Enquiries to Prescilla Shirindza, Tel: 015 296 0117

The employment decision shall be informed by the Employment Equity Plan of Legal Aid SA. It is Legal Aid SA’s intention to promote equity (race, gender and disability) through the filling of this post(s) with a candidate whose transfer/promotion/appointment will promote representivity in line with the numerical targets as contained in our Employment Equity Plan. Legal Aid SA reserves the right to withdraw posts or not to make an appointment, if by doing so, the interests of Legal Aid SA will be best served.

APPLICANTS NOT CONTACTED WITHIN TWO (2) MONTHS MAY CONSIDER THEIR APPLICATION UNSUCCESSFUL.