Personal Assistant

**Main purpose of the job**:

- To work closely with the Institute Director and provide high-level support by acting as the first point of contact in dealing with queries and managing the administration of her day-to-day operations

**Location**:

- **Parktown, Johannesburg**

**Key performance areas**:

- Organise and maintain the Project Director’s diary
- Coordinate and schedule relevant appointments, meetings, and speaking engagements
- Screen telephone calls, inquiries, or requests and handle them when appropriate
- Prepare agendas for meetings
- Serve as a primary point of contact between the executive and relevant stakeholders (internal and external), including helping to coordinate the work of the different groups and providing administrative support for meetings
- Assist in preparing documents, reports, and presentations for internal and external audiences
- Determine priority of matters of attention for the executive; redirect matters to staff to handle, or handle matters personally, as appropriate
- Keep the executive advised of time-sensitive and priority issues, ensuring appropriate follow-up
- Prepare monthly petrol and credit card recons for the Project Director
- Maintain relevant office systems such as electronic and manual filing systems (including preparation for donor pre-audits)
- Other additional and/or alternative duties as assigned from time to time, including supporting other Executives as needed
- Maintain the organization’s TEAMS folders
- Order and maintain stationary for the Project Director’s office
- Purchasing of consumables (groceries; stationery etc. online and directly from supplier)
- Booking, coordinating, and confirming travel arrangements (flights, accommodation, transport, and per diems)
- Provide itinerary as required
- Ensure that per diems are processed timeously for each trip planned
- Process travel expense claims

**Required minimum education and training**:

- **Grade 12**:

- **Diploma in Administration or related field (advantageous)**

**Required minimum work experience**:

- **Minimum 3 to 5 years experience in a similar role**

**Desirable additional education, work experience, and personal abilities**:

- Exceptional organizational and administrative skills with working knowledge of Microsoft Office
- Experience working in an academic environment is desirable
- Applicants with experience within donor-funded organizations/NGOs will be considered
- Client-focused, confident, and friendly
- Excellent organization and time-management skills
- Able to maintain confidentiality, tact, and professionalism at all times
- Able to exercise discretion, high levels of initiative, and independent decision-making
- Must be assertive, confident, adaptable, and self-motivated
- Able to work as part of a multidisciplinary team
- Own reliable transport would be an advantage
- Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
- Must be contactable after hours for any unplanned emergencies or queries

**TO APPLY**:

- Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
- Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
- Note AJ Personnel is fully POPI compliant.
- Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

**Please note**:

- **AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.**:

- **AJ Personnel does not have any salary or other information regarding the position.