Executive Secretary

DUT~ has approximately 33 000 students, the Durban University of Technology (DUT) is the first choice for higher education in KwaZulu-Natal (KZN). It is located in the beautiful cities of Durban and Pietermaritzburg (PMB). As a University of Technology, it prioritises the quality of teaching and learning by ensuring its academic staff possess the highest possible qualification that they can get.

The Durban University of Technology is a result of the merger in April 2002 of two prestigious technikons, ML Sultan and Technikon Natal. It was named the Durban Institute of Technology and later became the Durban University of Technology in line with the rest of the universities of technology.

DUT, a member of the International Association of Universities, is a multi-campus university of technology at the forefront of higher education, technological training, research, and innovation. In alignment with DUT’s strategy ENVISION 2030, the University would like to see its people (staff, students etc) become entrepreneurial and innovative.

In 2020, DUT was ranked amongst the Top 500 Universities globally, and 10th for citations globally and 5th Nationally.

DUT has six Faculties, Accounting and Informatics, Applied Sciences, Management Sciences, Engineering and the Built Environment, Health Sciences and Arts & Design.

DUT is: _‘Creative. Distinctive. Impactful’_

Applications are invited from interested person(s) for the under mentioned post.

**OFFICE OF THE DVC: TEACHING AND LEARNING**

**POST: EXECUTIVE SECRETARY (POST. REF.**:90000007) (PERMANENT)**

**MINIMUM REQUIREMENTS**

**QUALIFICATIONS**:

- National Diploma (NQF Level 6) in Office Management/Administration or Business Administration.

**EXPERIENCE**:

- At least 5 years of experience in a secretarial/administrative role, of which a minimum of 3 years must have been at an executive level.
- Proven experience in multidisciplinary office management.

**KNOWLEDGE & SKILLS**:

- Considerable knowledge of secretarial standards, office practices, and Business English.
- Demonstrated high-level computer literacy (MS Office Suite, Internet).
- Experience in drafting professional correspondence, memoranda, and reports independently.
- Familiarity with modern office equipment and record-keeping systems.
- Experience in budget management and proficiency in Excel.
- Ability to quickly learn and work with DUT’s financial and operational systems.

**SPECIAL REQUIREMENTS**:

- Ability to work independently and manage multiple priorities under pressure.
- Exceptional organizational, planning, and problem-solving skills.
- Excellent interpersonal, verbal, and written communication skills.
- Strong sense of confidentiality, tact, and diplomacy.
- Project management skills and adaptability to shifting priorities.
- Culturally sensitive with the ability to work in a diverse environment.
- Ability to represent the DVC professionally with internal and external stakeholders.

**KEY COMPETENCIES**
- Technical competence and attention to detail.
- Strong customer service orientation.
- Work planning and time management.
- Emotional maturity and stress tolerance.
- Communication, conflict resolution, and teamwork.
- Problem-solving and decision-making.
- Value-driven conduct and integrity.

**KEY RESPONSIBILITIES**
- Manage the DVC’s schedule, appointments, and daily workflow.
- Coordinate all office activities and represent the DVC when delegated.
- Handle sensitive and confidential executive tasks with discretion.
- Draft, format, and prepare high-level correspondence, reports, and presentations.
- Manage incoming communication and interface with staff, students, and external stakeholders.
- Organize domestic and international travel arrangements and maintain accurate travel records.
- Plan and coordinate meetings, events, and catering within budget limits.
- Maintain the office’s filing systems (manual and electronic) for efficiency and compliance.
- Monitor office supplies and equipment, and liaise with procurement when needed.
- Prepare, track, and report on staffing budgets, performance data, and study leave schedules.
- Provide first-line support to visitors and ensure efficient communication flow.
- Support the wider administrative team and serve as a resource for junior secretarial staff.
- Engage in continuous professional development and training relevant to the role.

**CLOSING DATE: 16 MAY 2025**

Applications should include:

- A detailed Curriculum Vitae clearly outlining your experience and/or knowledge relevant to the fields mentioned above.
- Certified copies of all academic records and qualifications, including your senior certificate.
- Current contact details for your referees.

**Important notes**:
**Please note**:
DUT reserves the right to do a complete verification of the information you have provided.

DUT reserves the right to contact your referees or request additional referees.