Personal Assistant

**Main purpose of the job**:

- To provide support to the Executive Director

**Location**:

- **Ezintsha - 32 Princess of Wales Terrace, Parktown - Johannesburg**

**Key performance areas**:

- Proactive diary management
- Arrange meetings - take minutes, assemble, and distribute meeting packs timeously, follow up on meeting actions and track progress
- In the absence of the Executive Director, conduct various follow-ups, make decisions, and delegate work to others
- Update and maintain the Director’s curriculum vitae by recording publications, conference attendance/presentations, and involvement in mentorship activities
- Ordering refreshments/lunch for Executive Director meetings
- Restaurant and venue bookings for Executive Director meetings
- Assist overseas visitors with accommodation, car hire, etc.
- Research publications and articles for the Executive Director
- Support ethics and SAHPRA submissions for the Executive Director (Clinical and non-clinical)
- Compile and prepare documents for sign-off by the Executive Director
- Electronic and paper filing system and file maintenance
- Procurement of office stationery and machinery for the Executive Director
- General administrative work in line with the nature of the role, including printing, binding, scanning, document preparation
- Effective diary management
- Messages and queries effectively responded to
- Documents well presented, accurate and timely
- Communications maintained
- Knowledge of relevant policies and procedures
- Communication skills (verbal and written), Computer Skills, Conflict Management, Customer orientation, Decision making, Negotiation skills, Planning, Organizing, and Teamwork
- Organize local and international travel for Executive Director including:

- International workshop/conference registration and logistics for Executive Director
- Ensure familiarity and compliant with all other donor travel/conference expense regulations, processes, and procedures
- Booking, coordination, tracking, and confirmation of flights, accommodation, and transport to ensure trips run smoothly
- Provide a travel pack with all relevant meeting information, tickets, accommodation, itineraries, agendas, and any other information for the trip
- Update Outlook with flight times and relevant information
- Reconcile credit cards and prepare and reconcile per diems claims
- Per Diem and expenses processing and familiarity with international and national per diem rates and rules, including SARS requirements
- Arrange forex, where required, claiming voyager miles across multiple loyalty programs and ensuring loyalty points are leveraged effectively to make traveling as smooth and comfortable as possible
- Identify and leverage project funding for various expenses (including travel and project expenses)
- Process and track travel expense claims to make sure all written approvals and supporting documents are included
- Travel arrangements are adequate and promptly confirmed
- Itineraries available and correct
- Expenses reimbursed and appropriately allocated
- Arrangements and changes communicated in an effective and timely manner
- Coordinate and communicate effectively with DoH, external agencies, and management of high-profile donor agencies, regulatory bodies, auditing agencies, and other stakeholders, etc.
- Crisis intervention to find solutions at a speedy rate
- Coordinate operational activities such as IT, procurement, etc., for Executive Director
- Monitor budgets, keep abreast of new projects and their accounts
- Attend to all staffing requirements and administration
- Support Executive Director with scheduling and performing monthly/annual performance development and assessment of line reports
- Promote teamwork and information sharing from one project to another
- Promote effective communication and two-way feedback between Executive Director and all direct reports
- Promote a positive, professional image of the Executive Director’s office and project teams
- Projects and stakeholders effectively managed for optimal delivery

**Required minimum education and training**:

- **Relevant tertiary Degree preferred**:

- **Valid driver’s license**

**Required minimum work experience**:

- **Minimum 3 years experience as a Personal Assistant**

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

- Experience working in an academic, medical, and/or HIV research environment
- Exceptional organizational and administrative skills with in-depth knowledge of Microsoft Office
- Able to maintain confidentiality, tact, and professionalism at all times
- Able to exercise discretion, initiative, and decision-making
- Must be assertive, confident, and adaptable
- Self-motivated, able to work independently and work as part of a multidisciplinary team
- Own reliable transport would be an advantage

**TO APPLY**:

- Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV