Personal Assistant to The Senior Director Dlte

3 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Providing reception and administrative support to the Senior Director and the team, including diary and schedule management;
- Assisting with the administration of meetings, e.g. agenda, minutes, actions;
- Assisting with document management, including the drafting, formatting and collation of relevant documentation and presentations;
- Establishing and maintaining accurate digital databases;
- Making travel, transport and accommodation arrangements for the Senior Director;
- Timeous and effective assistance with relevant registrations, e.g. conferences;
- Timeously liaising with various internal and external service providers to ensure the effective functioning of the office;
- Independently handling enquiries addressed to the office of the Senior Director;
- Assisting with financial administration, including purchase orders, SUNFin payments, and reporting;
- Assisting with logístical arrangements of relevant events and workshops.
- Verskaf ontvangs
- en administratiewe steun aan die Senior Direkteur en die span, onder meer deur dagboeke en skedulering te bestuur;
- Verleen bystand met die administrasie rakende vergaderings, bv. agendas, notules en aksiestappe;
- Verleen bystand met dokumentbestuur, onder meer die opstel, formatering en samestelling van tersaaklike dokumentasie en aanbiedings;
- Vestiging en instandhouding van akkurate digitale databasisse;
- Tref reis-, vervoer
- en verblyfreëlings vir die Senior Direkteur;
- Verleen betyds en doeltreffend bystand met tersaaklike registrasies, byvoorbeeld vir konferensies;
- Skakel betyds met die onderskeie interne en eksterne diensverskaffers om te verseker dat die kantoor doeltreffend funksioneer;
- Onafhanklike hantering van navrae wat aan die kantoor van die Senior Direkteur gerig is;
- Verleen bystand met finansiële administrasie, onder meer aankoopbestellings, SUNFin-betalings en verslagdoening;
- Verleen bystand met logistieke reëlings vir tersaaklike geleenthede en werksessies.

Job Requirements/Pos Vereistes
- At least an NQF level 6 administration or secretarial qualification, plus five years' relevant experience in administrative support at managerial level;
- Proven ability to communicate effectively in the multilingual and multicultural environment in English and another official South African language;
- The ability to liaise with individuals at management and other levels, both within and outside the University;
- The ability to build and maintain relationships in order to gain support for initiatives and objectives;
- Proven ability to effectively use office software, e.g. the Microsoft Office suite;
- Proven financial administration experience;
- The ability to function under work and time pressure without compromising accuracy and efficiency;
- Excellent time management skills;
- The ability to express ideas clearly, concisely and persuasively in writing;
- Excellent verbal and written communication skills in at least English and one other official South African language;
- High-level organisational abilities;
- Demonstrable initiative in the performance of the required tasks.
- Administratiewe of sekretariële kwalifikasie op minstens NKR-vlak 6, en vyf jaar toepaslike ervaring van administratiewe ondersteuning op bestuursvlak;
- Die bewese vermoë om doeltreffend in 'n meertalige en multikulturele omgewing te kommunikeer in Engels en nog 'n amptelike Suid-Afrikaanse taal;
- Die vermoë om met persone op bestuurs
- en ander vlakke, binne sowel as buite die Universiteit, te skakel;
- Die vermoë om verhoudinge te kweek en in stand te hou ten einde steun vir inisiatiewe en doelstellings te verwerf;
- Die bewese vermoë om kantoorsagteware, soos die MS Office pakket, doeltreffend te gebruik;
- Bewese ervaring van finansiële administrasie;
- Die vermoë om onder werks
- en tyddruk te funksioneer sonder om akkuraatheid en doeltreffendheid in te boet;
- Uitmuntende tydsbestuursvaardighede;
- Die vermoë om idees duidelik, bondig en oortuigend op skrif te stel;
- Uitmuntende mondelinge en skriftelike kommunikasievaardighede in minstens Engels en een ander amptelike Suid-Afrikaanse taal;
- Hoëvlak-organisasievaardighede;
- Bewese inisiatief in die uitvoering van die vereiste take.

Recommendation/Aanbeveling
- Relevant experience of working within the higher education environment;
- Relevant experience of working within a project management environment;
- Thorough knowledge of Stellenbosch University's administrative and financial systems.
- Toepaslike ervaring in die hoëronderwysomgewing
- Toepaslike ervaring in die projekbestuursomgewing;
- Deeglike kennis van die Universiteit Stellenbosch se administratiewe en finansiële stelsels.

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