Personal Assistant for Chief Director

7 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 (prioritisation, clashes, missed appointments, effective planning for meetings, clearing time for preparation, etc.);
- Compiling and proofreading letters, memoranda, reports, and other relevant documents;
- Compiling agendas, taking minutes, compiling meeting documents and ensuring sufficient preparation for meetings;
- Coordinating follow-up actions after meetings;
- Receiving calls, deciding on the way to handle it, and taking messages;
- Ensuring that documentation is complete and valid for authorisation;
- Events coordination: conferences, workshops and year-end functions.

**Computer and other electronic support**:

- Managing the the electronic diary. Prioritising the diary in line with the institutional and Responsibility Centre: Operations's requirements;
- Preparing documentation, reports, and presentations;
- Ensuring the optimal use of technology in the Division to reduce paper and increase overall effectiveness;
- Optimising use of Planner, OneNote, To Do and Teams.

**Office Administration**:

- Managing the extensive deadlines within the Division for institutional reporting;
- Maintaining an effective filing system;
- Managing available stock (stationery, beverages, etc.) and equipment;
- Maintaining an asset register of own and the CD's office areas;
- General office management.

**Service Delivery / Liaising**:

- Reception and exceptional treatment of guests/visitors;
- Reacting to urgent requests and ensuring that necessary action is taken;
- Working with the RC Communications Coordinator to identify opportunities to create a positive image of FM;
- High level communication with internal and external key customers of IT;
- Developing and maintaining positive working partnerships within FM departments, with SU stakeholders and service providers;
- Telephonic and electronic liaising with executives and other University colleagues;
- Professional management of enquiries and requests to the office of the CD.

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 (Word, Excel, PowerPoint, OneNote, To Do, Planner 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;
- The ability to reduce conflict with various stakeholders and team members;
- Impeccable ethics;
- 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;
- 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 similar environment;
- Fully bilingual with the ability to read and write in your second language;
- Understanding some items in a FM environment will be advantageous, but is not essential.

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