Personal Assistant to the Senior Director: Operations [South Africa]

 

Duties/Pligte Administrative and secretarial support: ·

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  Making arrangements with regards to appointments/meetings, including diary handling, for example, meeting prioritisation and meeting clashes;
• Compiling agendas, taking minutes, typing up notes, compiling meeting documents and ensuring sufficient preparation for meetings;
• Coordinating follow-up actions after meetings and keeping track of future events to be actioned;
• Making travel related arrangements where needed;
• Proactively processing expense claims and finance related transactions;
• Compiling, proofreading and/or working on letters, reports, business plans/proposals and related documents;
• Handling correspondence, including email (if and where needed);
• Receiving calls and guests, deciding the appropriate action to take, and taking messages;
• Ensuring that documentation is complete and valid for authorisation; ·
• Events coordination, for example, conferences, workshops and year-end functions when needed;
• Working with and supporting colleagues/team members in other units within the RC.
  

Computer and other electronic support:

• Managing the electronic diary for the Senior Director: Operations. Prioritising the diary in line with the institutional and RC requirements;
• Preparing documentation, reports and presentations by making use of the functionality available in relevant software;
• Ensuring the optimal use of technology in the Division to reduce paper and increase overall effectiveness;
• Optimising use of OneNote, Microsoft Office tools, To Do and Teams.
  

Office Administration: ·

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  Managing the deadlines relating to institutional reporting requirements;
• Maintaining an effective filing system;
• Managing available stock (stationery, beverages, etc.,) and equipment;
• General office management.
  

Ad hoc project tasks:

• Working independently to perform ad hoc ''informal'' research work or due diligence related work and compiling report(s) on findings;
• Working on legal documentation, for example, leases and MOUs;
• Developing effectively designed spreadsheets (Excel).
  

Service delivery / liaising:

• Receiving and exceptional treatment of guests/visitors;
• Understanding the level of importance of requests made, identifying urgent/critical matters/requests, taking appropriate action for urgent/critical requests and ensuring that the necessary action/communication is carried out;
• High level of communication with internal and external stakeholders of the RC;
• Developing and maintaining positive working partnerships between the RC, the University; stakeholders and service providers;
• Telephonic and electronic liaising with executives and other SU stakeholders;
• Professional management of enquiries and requests to the office of the Senior Director: Operations.

Job Requirements/Pos Vereistes

• Secretarial certificate or diploma, and at least five years' work experience in a senior secretarial / administrative position at senior management level;
• A valid code EB driver's licence;
• Proven computer proficiency in the use of the Microsoft Office package, including, amongst others, Word, Excel, PowerPoint, Visio, OneNote, and Outlook;
• The ability to liaise appropriately with individuals at management and other levels, both within and outside the University;
• The ability to work in complete confidence and being discreet and maintain confidentiality;
• The ability to reduce/limit conflict with various stakeholders and team members;
• Impeccable ethics;
• High-level organisa+e gtional ability with the proven ability to prioritise;
• Excellent written and verbal communication skills;
• Organised with outstanding interpersonal relationship skills;
• Excellent and effective planning, problem-solving, decision-making and time management skills;
• Proven ability to compile and edit reports and ensuring quality in all documentation produced;
• Accurate recordkeeping skills;
• Good analytical skills;
• Independence and accuracy in performing tasks;
• Proven ability to work both on own initiative and as a team member;
• The ability to function under pressure without compromising accuracy.

Recommendation/Aanbeveling

• More than five years' relevant work experience at a tertiary institution or in a similar environment;
• Fully bilingual with the ability to read and write in a second official South African language;
• Understanding some items in a property and finance environment will be advantageous, but is not essential.

 

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