Personal Assistant

2 weeks ago

Parktown North, Gauteng, South Africa AJ Personnel Full time

Main purpose of the job:

  • To provide support to the Executive Director

Location:

-
Ezintsha - 32 Princess of Wales Terrace, Parktown
Johannesburg
Key performance areas:

  • Proactive diary management
  • Arrange meetings take minutes, assemble, and distribute meeting packs timeously, follow up on meeting actions and track progress
  • In the absence of the Executive Director, conduct various followups, make decisions, and delegate work to others
  • Update and maintain the Director's curriculum vitae by recording publications, conference attendance/presentations, and involvement in mentorship activities
  • Ordering refreshments/lunch for Executive Director meetings
  • Restaurant and venue bookings for Executive Director meetings
  • Assist overseas visitors with accommodation, car hire, etc.
  • Research publications and articles for the Executive Director
  • Support ethics and SAHPRA submissions for the Executive Director (Clinical and nonclinical)
  • Compile and prepare documents for signoff by the Executive Director
  • Electronic and paper filing system and file maintenance
  • Procurement of office stationery and machinery for the Executive Director
  • General administrative work in line with the nature of the role, including printing, binding, scanning, document preparation
  • Effective diary management
  • Messages and queries effectively responded to
  • Documents well presented, accurate and timely
  • Communications maintained
  • Knowledge of relevant policies and procedures
  • Communication skills (verbal and written), Computer Skills, Conflict Management, Customer orientation, Decision making, Negotiation skills, Planning, Organizing, and Teamwork
  • Organize local and international travel for Executive Director including:
  • International workshop/conference registration and logistics for Executive Director
  • Ensure familiarity and compliant with all other donor travel/conference expense regulations, processes, and procedures
  • Booking, coordination, tracking, and confirmation of flights, accommodation, and transport to ensure trips run smoothly
  • Provide a travel pack with all relevant meeting information, tickets, accommodation, itineraries, agendas, and any other information for the trip
  • Update Outlook with flight times and relevant information
  • Reconcile credit cards and prepare and reconcile per diems claims
  • Per Diem and expenses processing and familiarity with international and national per diem rates and rules, including SARS requirements
  • Arrange forex, where required, claiming voyager miles across multiple loyalty programs and ensuring loyalty points are leveraged effectively to make traveling as smooth and comfortable as possible
  • Identify and leverage project funding for various expenses (including travel and project expenses)
  • Process and track travel expense claims to make sure all written approvals and supporting documents are included
  • Travel arrangements are adequate and promptly confirmed
  • Itineraries available and correct
  • Expenses reimbursed and appropriately allocated
  • Arrangements and changes communicated in an effective and timely manner
  • Coordinate and communicate effectively with DoH, external agencies, and management of highprofile donor agencies, regulatory bodies, auditing agencies, and other stakeholders, etc.
  • Crisis intervention to find solutions at a speedy rate
  • Coordinate operational activities such as IT, procurement, etc., for Executive Director
  • Monitor budgets, keep abreast of new projects and their accounts
  • Attend to all staffing requirements and administration
  • Support Executive Director with scheduling and performing monthly/annual performance development and assessment of line reports
  • Promote teamwork and information sharing from one project to another
  • Promote effective communication and twoway feedback between Executive Director and all direct reports
  • Promote a positive, professional image of the Executive Director's office and project teams
  • Projects and stakeholders effectively managed for optimal delivery

Required minimum education and training:

-
Relevant tertiary Degree preferred:

-
Valid driver's license

Required minimum work experience:

-
Minimum 3 years experience as a Personal Assistant

Desirable additional education, work experience, and personal abilities:

  • Experience working in an academic, medical, and/or HIV research environment
  • Exceptional organizational and administrative skills with indepth knowledge of Microsoft Office
  • Able to maintain confidentiality, tact, and professionalism at all times
  • Able to exercise discretion, initiative, and decisionmaking
  • Must be assertive, confident, and adaptable
  • Selfmotivated, able to work independently and work as part of a multidisciplinary team
  • Own reliable transport would be an advantage

TO APPLY:

  • Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV

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