Executive Secretary.4.05 Ad10

3 days ago

Johannesburg, South Africa University of the Witwatersrand Full time

RESPONSIBILITIES: - Provide confidential, executive-level support to the Dean, which includes managing the diary schedule of the Dean, drafting and initiating correspondence, conveying Dean’s messages to members of staff, liaising with academic and administrative staff, preparing materials for meetings, providing administration support for strategic projects and matters delegated by the Dean to Deputy/Assistant Deans, preparing and managing travel itineraries and expenses, processing claim forms/payments where necessary. - Keep a diary system, set up meetings and interviews where required, ensure that all meetings, appointments, etc., are recorded electronically. Prepare a day file and reminders for the Dean and hand over all meeting and committee related documents and files to the Dean. - Act as meeting secretary and organise the meetings chaired by the Dean, such as Faculty Executive and other faculty committees, this will include preparation of venues, sending out the agenda and related documents ahead of the meeting, and taking minutes. Assist the Dean with follow-up and ensuring that decisions taken or information requested is conveyed to the correct/ relevant persons. - Organise all routine meetings with Heads of Schools, Assistant Deans and Faculty Managers. - Direct the day-to-day office administration for the Dean and work with other professional and administrative staff in the Deanery and Faculty Office to ensure high-touch customer service contact and overall efficiency in the support provided. - Serve as the point of contact for the Dean’s office in all communication with students, the faculty and its staff, the broader university community, other educational establishments as well as commerce and industry. Answers routine questions on administrative matters, takes messages, redirect queries to other Schools/disciplines in the Faculty or other members of the Faculty Office able to help. REQUIREMENTS: Grade 12 (Matric), with post-matric qualification(s). (Degree will be an advantage) 5 years minimum experience as an Office Coordinator/ Manager/ Secretary. Strong background of University Policies & Procedures. Strong verbal & written communication skills. Strong and established planning and coordinating skills. Public relations experience & interpersonal skills (tact, diplomacy, maintains confidentiality). Solid experience in servicing meetings and minute taking. Ability to manage time well and work under pressure. A high level of Computer literacy - competent in the complete Microsoft Package (Outlook, Word, Excel, PowerPoint), Adobe as well as Oracle. Work proactively with limited supervision from the Dean or the Faculty Registrar.
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