Executive Secretary: Office of The Rector

3 weeks ago

Bellville, South Africa University of the Western Cape Full time

Post Number- 8020850 (ITS: 0660)- Faculty/Department- University of the Western Cape -> Rectorate -> Rectors Office- Type of Position- Permanent - Full Time- Length of Contract Period- Location- Main Campus - Bellville, WC ZA (Primary)- Closing Date- 10/3/2024**Role Clarification & Key Performance Areas**

The role of the Executive Secretary in the Rectorate is to provide full spectrum operational and tactical support to the Office of the Rector. The Executive Secretary will assist with the effective flow of tasks within the Rectorate to provide professional support and deliver a seamless and integrated service.

**The key performance areas include the following**:

- Provide administrative support in the Office of the Rector as well as for other team or project leaders
- Function as part of a team in order to provide an interchangeable flow of services in the office
- Handling of office correspondence and facilitate information sharing
- Diary management and activities relating to travel arrangements (flights, accommodation, typing of itinerates, etc.)
- Internal and external client liaison
- Reception and receiving of guests
- Processing of payment requests, ordering of stationary and equipment as well as assets control
- Assist with budget administration
- Coordination of bookings of venues and overseeing boardrooms
- Coordination of arrangements related to events, workshops and meetings (catering, bookings, equipment, materials)
- Maintain efficient filing system and records
- Coordinate all job requests for repairs, technical support and IT services
- Ability to work efficiently under pressure and without supervision

**Minimum Requirements**

**Minimum Requirements** (Qualification and Experience)
- National Diploma in Secretarial Studies, Office Administration and Management or an equivalent qualification
- 3 - 5 years proven secretarial experience at a senior level preferably at a higher education institution
- Advanced computer skills (Ms Office Package)

**Required competencies** (skills, knowledge and behavioural attributes):

- Excellent communication skills (verbal and written)
- Ability to pay attention to detail
- Planning and organising skills
- Excellent interpersonal skills
- Maintain a high level of confidentiality
- Trustworthy, diligent and able to work without daily supervision

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