Personal Assistant to The Senior Director:

3 days ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte Administrative and secretarial support:
- 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;
- 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: - 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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