Personal Assistant to The Dean and Office

2 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Diary and office management and communication:

- Providing secretarial and administrative support to the Dean, and any other Vice-Deans as may be required. This includes the following:

- Managing, planning and maintaining the diary and daily appointments (including the SU almanac and Faculty meetings) of the Dean, including taking care of all arrangements in support of the daily duties and responsibilities of the Dean;
- Managing and organising meetings and appointments as requested by the Dean;
- Making travel and accommodation arrangements for the Dean;
- Drafting memoranda for the Dean's approval signature as requested by the Dean;
- All-encompassing office administration and support (e.g., courier services, office equipment, recycling efforts);
- Ensuring that all paperwork (human resource management, finances, policies, etc.) is completed in full before being presented to the Dean for approval and signature.
- Reception, enquiries, and communication:

- Receiving students, parents and other visitors at the Dean's Office;
- Managing and handling enquiries by Faculty and University staff (e.g., tracking documents, enquiries regarding policies, supplying lists of the Deanery and/or chairpersons, etc.);
- Compiling well-written, integrated feedback to students, parents and the general public based on relevant information from SU stakeholders;
- Sourcing information by liaising with a variety of stakeholders to gather the relevant information;
- Updating important Faculty documents (e.g. important dates);
- Coordinating the invigilation by student assistants of assessments in the Faculty across the departments, and requesting and confirming bookings of campus assessment venues;
- Responsible for all Old Main venue bookings, internally and externally;
- Assisting CECO with site inspections, bookings and building related requests';
- Handling administrative tasks/processes received from other parties inside SU, for example nominations for committees and awards, access to Faculty buildings, postgraduate orals, bursaries, information about graduation ceremonies, arrangements linked to post-doctoral fellows, etc. This includes accurate feedback, as set out and required by SU.
- Academic promotions:

- Coordinating and rendering support to the Dean with the annual promotion process of academic staff;
- Reminding all chairpersons annually that the process of academic promotions is about to commence. The reminder includes all updated supporting documents and templates;
- Compiling the list of promotions and supporting documents for the Dean and Faculty Committee to consider for pre-evaluation discussions with human resources practitioners;
- Compiling and sending the approved list of promotions and supporting documents to the promotion panel;
- Preparing a schedule for the promotions meeting.
- Other human resources-related administrative tasks:

- Research fellows: Ensuring that all paperwork for the appointment of research fellows is fully completed before presenting it to the Dean for approval and to be submitted to the Deputy Vice-Chancellor: Research, Innovation and Postgraduate Studies;
- Extraordinary and Honorary appointments: Coordinating and rendering support to the Dean with the annual process of appointments in an extraordinary capacity, and updating the Faculty's list of all extraordinary appointments and their terms;
- Functions and meetings:

- Making the necessary arrangements (which may include drafting an agenda, sourcing and compiling background documents, venue reservations, refreshments, etc.) on occasion should the Dean host a forum, planning session, or meeting (e.g., the Dean's Forum, South African Law Deans' Association (SALDA) meetings, etc.);
- Handling bookings of - and related requirements for - venues in the Ou Hoofgebou (Old Main Building) and other Faculty buildings. Making the necessary arrangements as and when required by users regarding refreshments, cleaning, and preparing for meetings in coordination with the assistants in the Dean's Office;
- Organising and managing Faculty events (e.g., public lectures, alumni meetings, year-end functions, etc.) and providing guidance and support for Departmental events;
- The incumbent must occasionally be available after-hours;
- Ensuring that there is enough supplies in the kitchen and ordering more if necessary (e.g., milk, tea, coffee, etc.).
- Committees:

- Student representatives: Acting as coordinator of the JV/S and Moot Society by providing general support and guidance relating to their administration and finances.
- Finances:

- Uploading requisitions of financial transactions, for example, for functions or other task-related transactions;
- Handling smaller acquisition requisitions, for example, for refreshments, specific office and kitchen supplies, etc.;

Job Requirements/Pos Vereistes
- Bachelor's degree or equivalent qualification (or extensive experience of providing administrative support to a senior manage

  • Personal Assistant to The Dean

    1 week ago

    Stellenbosch, South Africa Stellenbosch University Full time

    Duties/Pligte **The duties described below are applicable to secretarial and administrative support primarily to the Dean. Ad hoc support to the three Vice-Deans is also included in the duties**: **Diary management and communication**: - Providing secretarial and administrative support to the Dean, and any other Vice-Deans as may be required. This includes...

  • Executive Dean

    6 days ago

    Stellenbosch, Western Cape, South Africa Stellenbosch Lodge Country Hotel and Conference Centre Full time

    The New Dean AppointmentWe seek a highly skilled and experienced individual to serve as our new Dean. The successful candidate will provide executive management, leadership, and guidance to the Faculty of Economic and Management Sciences.Key Areas of ResponsibilityResponsible for the overall executive management, as well as for providing visionary leadership...

  • Personal and Office Assistant

    3 weeks ago

    Stellenbosch, South Africa Stellenbosch University Full time

    Duties/Pligte Are you a highly organised and proactive individual who thrives in a dynamic environment? We're looking for a talented Personal and Office Assistant to ensure the smooth operation of our divisional office and to provide exceptional support to our Senior Director. **Key responsibilities**: - ** Executive support**: Delivering top-notch...

  • Personal and Office Assistant

    2 weeks ago

    Stellenbosch, South Africa Stellenbosch University Full time

    Duties/Pligte Are you a highly organised and proactive individual who thrives in a dynamic environment? We're looking for a talented Personal and Office Assistant to ensure the smooth operation of our divisional office and to provide exceptional support to our Senior Director. **Key responsibilities**: - ** Executive support**:Delivering top-notch...

  • Personal Assistant

    2 days ago

    Stellenbosch, South Africa Nocturne Full time

    Job Title: Personal Assistant Location: Stellenbosch, Western Cape, South Africa (within 30km radius) Language Requirements: Bilingual (Afrikaans and English) About Us: We're a dynamic company in the liquor and food industry seeking an experienced Personal Assistant to provide administrative support to our senior management team. **Responsibilities**: -...

  • Part-time Administrative Officer

    3 weeks ago

    Stellenbosch, South Africa Stellenbosch University Full time

    Duties/Pligte Die posbekleër sal die volgende hulp en ondersteuning aan Visedekaan: Navorsing en Nagraadse studente verleen: Die monitering van nagraadse studentedata, navorsingsdata en befondsingdata.- Die bywerking van vorms, en monitering van nagraadse dokumentasie en verslae- Die administrasie van die nagraadse eksamineringsproses.- Die administrasie...

  • Personal Assistant for The Senior Director:

    3 weeks ago

    Stellenbosch, South Africa Stellenbosch University Full time

    Duties/Pligte - Liaising and interacting with all internal and external stakeholders in order to facilitate the achievement of the Senior Director's goals and objectives; - Proactively preparating information/reports for internal and external distribution. This may include writing letters and memos, compiling data for reports, analysing information,...

  • Personal Assistant

    5 days ago

    Stellenbosch, South Africa Stellenbosch University Full time

    Duties/Pligte The incumbent will be responsible for providing secretarial, administrative and personal assistance to the Acting Director: School for Climate Studies. This includes, but is not limited to:- Handling telephone and MS Teams communication management for the Acting Director;- Liaising on behalf of the Acting Director by screening and prioritising...

  • Administrative Officer

    2 weeks ago

    Stellenbosch, South Africa The Office (Pty) Ltd Full time

    Our client, an old age home in Stellenbosch, is looking for a strong administrative assistant. Utopia's residents are mostly Afrikaans speaking, so the ability to communicate in Afrikaans is essential. 40 hours per week. **Qualifications and required skills**: 1. An appropriate certificate course or National Diploma at an NQF level 6 2. At least five...

  • Personal Assistant

    1 day ago

    Stellenbosch, South Africa RNB Placements Full time

    **Ensure a cost-effective admin service** - **To ensure an effective and efficient admin support function** - Effectively communicating and re-routing urgent matters to relevant stakeholders and follow-up where necessary. - Accurate Calendar management and co-ordination for meetings / conferences - Admin duties including stationery, office equipment, typing,...

  • Administrative Officer B1

    5 days ago

    Stellenbosch, South Africa Stellenbosch University Full time

    Duties/Pligte Providing an effective and efficient administrative support service to the Deputy Director General (DDG): Chief of Operations (COO), WCGHW and Vice-Dean: Faculty of Medicine and Health Sciences, Stellenbosch University (FMHS SU). - Maintaining the repository of all relevant documents related to the Multi-Lateral Agreement (MLA) process. -...

  • Vice-dean: Research and Internationalisation

    3 weeks ago

    Stellenbosch, South Africa Stellenbosch University Full time

    Duties/Pligte - Strategic leadership of research activities, including the development of research niche areas that align with national and/or international health priorities, research capacity building, funding opportunities, internationalisation; - Formulating and implementing University research policies; - Managing research quality assurance and...

  • Personal Assistant

    4 days ago

    Stellenbosch, South Africa Merand Corbett & Associates Full time

    Western Cape, Stellenbosch - R15,000 - R18,000 Monthly Cost To Company (Yes, Negotiable) Friendly Personal Assistant wanted South Africans only Contact Marian Olivier - For more information please contact: - Marian Olivier

  • Executive and Personal Assistant to CEO

    2 days ago

    Stellenbosch, South Africa Camino Recruit Full time

    **Snr Executive Personal Assistant to the CEO - Stellenbosch** Rémey Group is seeking a Snr Executive Personal Assistant. They pride themselves in constructing buildings of outstanding quality through close cooperation with clients and professional consultants. The main purpose of the position is to assist the CEO with all his various business and...

  • Executive Personal Assistant

    4 days ago

    Stellenbosch, South Africa Exceed Recruitment and Human Resource Consultants Full time

    **Reference**: 9240 CM **Consultant**: Christa Mostert Administrative Duties Travel with CEO from time to time Basic HR Administration Diary management, meeting co-ordination and minute taking. Travel arrangements Management of Company records and agreements Performing financial administrative duties Ad hoc duties and special projects support (e.g. cell...

  • Personal Assistant

    45 minutes ago

    Stellenbosch, Western Cape, South Africa Helderberg Personnel Full time

    My client a well established concern based in Stellenbosch is seeking to employ a Personal Assistant on a 3 year fixed term contract. The purpose of this role is to provide administrative and secretarial support to the Chief Financial Officer. personal assistant **Key Performance Areas**:Administrative support - provide general administrative and...

  • Office Assistant

    4 days ago

    Stellenbosch, South Africa Herotel Full time

    Applications are invited for the **Office Assistant** position to be based in **Stellenbosch.** **PURPOSE OF THE ROLE**: The Office Assistant is responsible for administrative, organisational and clerical support to ensure the smooth functioning of the office as well as operations associated with the respective office. **Key Performance Areas would...

  • Office Assistant

    2 days ago

    Stellenbosch, South Africa Exceed Recruitment and Human Resource Consultants Full time

    **Reference**: 9323 AV **Consultant**: Anneke Viviers Assist with office administration Filing Courier and postage Vehicle renewals Group insurance Administration with municipalities Buying cleaning supplies Managing any practical matters at the office Travel arrangements for directors Administrative tasks as it arises SARS administration of group...

  • Personal Assistant

    2 days ago

    Stellenbosch, Western Cape, South Africa Helderberg Personnel Full time

    My client, based in Stellenbosch Technopark, is looking for Personal Assistant to the Executive Team. This is an excellent opportunity to join a highly dynamic and very well established group of companies in the agricultural industry. A relevant degree will count in your favour. Min 2 - 3 years experience in a similar role with a professional and dynamic...

  • Executive Personal Assistant

    2 weeks ago

    Stellenbosch, Western Cape, South Africa Helderberg Personnel Full time

    A UK based company has an opportunity for an Executive Assistant to join their offices based in TechnoPark, Stellenbosch. executive assistant|personal assistant Dealing with luxurious travel destinations and liaising with international affluent, upmarket clientele, the Executive Personal Assistant will report to the COO based in the UK. The role exists to...