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Personal Assistant for The Senior Director:
3 weeks ago
Duties/Pligte
- Liaising and interacting with all internal and external stakeholders in order to facilitate the achievement of the Senior Director's goals and objectives;
- Proactively preparating information/reports for internal and external distribution. This may include writing letters and memos, compiling data for reports, analysing
information, creating presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties;
- Being proactive and taking initiative for the smooth running of the office, including calendar management;
- Ensuring that the Senior Director is well prepared for meetings and deadlines by presenting all relevant supporting documents (paper and/or electronic, including minutes
and/or notes of previous meetings/discussions) timeously and creating time in the diary for preparation appropriately in advance;
- Controlling access to the Senior Director while still ensuring that all important information reaches the Senior Director in time, by knowing the business of the office and
having the ability to make a judgement call;
- Assisting with activities arising from meetings, including ad hoc project management and liaising with specific environments in the Faculty (e.g. the Dean's Management
Team, Executive Heads of Departments, Heads of Divisions, Support Divisions);
- Devising and maintaining office systems, using office software packages, including filing (paper and electronic), up to date databases and distribution lists of stakeholders,
and copies of correspondence;depending on urgency) and copying Senior Director on responses; drafting written letters and responses on behalf of the Senior Director where applicable;
- Providing general secretarial support for any meeting in the Senior Director's portfolio when requested;
- Ensuring that payments (where applicable) are done in accordance with the University's policies;
- Organising travel, access, parking, venue, catering (including special requirements), equipment, and technical support as necessary for all meetings;
- Registering for, booking travel (land and air) and reserving accommodation for conferences or other visits;
- Fostering a people-centred environment;
- Being courteous, welcoming, and projecting a professional image at all times;
- Adhering to Faculty values and committing to the Faculty charter;
- Being an effective member of the FMHS Deanery PA team.
Job Requirements/Pos Vereistes
- Relevant post-school qualification;
- At least five to seven years' work experience in high level administration, preferably at a higher education institution or a position requiring a similar skill set at
executive management level;
- Strong project management skills;
- Advanced Office 365 experience;
- The ability to interpret documents and take appropriate action;
- Excellent organisational, planning and multi-tasking skills;
- Strong written and verbal communication skills;
- A willingness to develop new competencies as required by the environment.
- Emotional resilience;
- Accuracy and detail orientated;
- Commitment and trustworthiness;
- The ability to work effectively and independently in a fast-paced environment with mínimal supervision.
Recommendation/Aanbeveling
- Knowledge and experience of the University's financial systems.
