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Personal Assistant

3 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Providing an effective and efficient general administrative and secretarial service to the CD:IT;
- Taking minutes at management and departmental meetings and timely distribution of minutes to relevant stakeholders;
- Compiling agendas and writing minutes of meetings per resolutions taken and action items for the CD:IT;
- Following up on minute action points and other deadlines;
- Assisting with compiling reports and incorporating statistical data into draft reports;
- Performing routine administrative tasks when needed, e.g. petty cash, requisitions, stationery, etc.;
- Reacting to urgent requests and ensuring that necessary action is taken;
- Handling telephone enquiries and receiving clients;
- Client relationship management;
- Asset management for the CD: IT's Office;
- Maintaining an effective electronic and document filing system;
- Providing support in creating PowerPoint and other multimedia presentations;
- Gathering the necessary documents and information, and preparing for meetings and workshops;
- Coordinating follow-up actions after meetings;
- Providing support with planning and preparation of strategic and project plans;
- Preparing and editing correspondence, reports and other communication;
- Providing support with project management;
- Communicating information from the CD: IT's office;
- Professional management of enquiries / requests to the office of the CD: IT;
- High level communication with internal and external key customers of IT;
- Leave administration and providing support with staff matters;
- Developing and maintaining positive working partnerships within IT division, SU clients and service providers.
- Bied effektiewe en doeltreffende algemene administratiewe en sekretariëke dienste aan die HD:IT;
- Neem van notules by bestuurs
- en departementele vergaderings en tydige verspreiding van notule na toepaslike belanghebbendes;
- Saamstel van agendas en skryf van notules van besluite geneem by vergaderings en aksie items vir die HD: IT;
- Opvolg van notule aksie punte en ander sperdatums;
- Hulpverlening met die saamstel van verslae en inkorporasie van statistiese data in konsep verslae;
- Verrig routine administratiewe take wanneer nodig, bv. kleinkas, rekwisisies en skryfbehoeftes, ens.;
- Reageer op dringende versoeke en verseker dat nodige aksie geneem is;
- Hanteer telefoniese navrae en ontvang kliënte;
- Bestuur van kliënte verhoudings;
- Bate bestuur vir die HD:IT se kantoor;
- Onderhou 'n effektiewe elektroniese en dokument liasseringsstelsel;
- Verskaf ondersteuning in die skep van PowerPoint en ander multimedia aanbiedings;
- Insameling van die nodige dokumente en inligting, en voorbereding vir vergaderings en werkswinkels;
- Koördineer opvolg aksies ná vergaderings;
- Verskaf ondersteuning met beplanning en voorbereiding van strategiese en projek planne;
- Verskaf ondersteuning en monitering van finansies (begrotings, strategiese fonds aansoeke, finansiële beplanning, ens.);
- Voorbereiding en redigering van korrespondensie, verslae en ander kommunikasie;
- Verskaf ondersteuning met projek bestuur;
- Kommunikasie van inligting vanaf die HD:IT se kantoor;
- Professionele bestuur van navrae / versoeke aan die kantoor van die HD:IT;
- Hoëvlak kommunikasie met interne en eksterne sleutel kliënte van IT;
- Verlof administrasie en verskaf ondersteuning met personeelsake;
- Ontwikkel en handhaaf positiewe werksvennootskappe binne IT, die US se kliënte en diensverskaffers.

Job Requirements/Pos Vereistes- Administrative / 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 (Word, Excel, PowerPoint, and Outlook);
- Proven knowledge and extended experience of the use of administrative and financial computer systems;
- 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;
- High-level organisational ability with the proven ability to prioritise;
- Excellent written and verbal communication skills;
- Organised with outstanding interpersonal relationship skills;
- Excellent skills in effective planning, problem-solving, decision-making and time management;
- Proven ability to compile and edit reports;
- Accurate recordkeeping skills;
- Financial administration skills;
- Good analytical ability;
- 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.
- Administratiewe / sekretariële sertifikaat of diploma, en minstens vyf jaar werkservaring in 'n senior sekretariële / administratiewe posisie op senior bestuursvlak;
- 'n Geldige kode EB rybewys;
- Bewese rekenaarvaardigheid in die gebruik van die Microso