Personal Assistant to The Senior Director

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 werkservaring in die hoëronderwysomgewing.
- Toepaslike werkservaring in 'n projekbestuursomgewing.
- Deeglike kennis van die Universiteit Stellenbosch se administratiewe en finansiële stelsels.