Executive Administrator

2 weeks ago

Pretoria, South Africa Tipp Focus Full time

About the Role

Reporting to the Director: Management of the HEQSF, the successful candidate will be responsible for the following:
Manage the electronic diary of the Director.
Receive and distribute all correspondence to the Director.
Attending to the Director’s mail inbox and replying as required.
Make travel and accommodation arrangements for the Director and other directorate staff, peer academics and invited visitors.

Distribute notices of meetings and documentation and keep a record of respondents.
Take accurate minutes of meetings and distribute them.
Ensure that all meeting records are updated and correctly archived in the file plan.
Submit claims on the Employment Self Service (ESS).
Provide detailed specifications to Supply Chain for required goods and services.
Submit Purchase requisitions and complete memos.
Maintain constant contact with Supply Chain to ensure suitable goods and services are sourced and acquired timeously.
Draft the annual budget.
Reconcile monthly general ledger statements.
Produce quarterly financial demand plans.
Monitor expenditure for the directorate relative to the budget.
Attend to incoming calls and emails to the directorate.
Liaise with internal and external stakeholders, nationally and internationally.
Participate in projects of the Directorate including collaboration with stakeholders in the sector.

The successful candidate should have:
A Secretarial/Administration Diploma or relevant NQF level 7 qualification.
A certificate in Microsoft Office.
A minimum of 2- 3 years’ experience in an Executive Administrator or similar role.

Competencies (knowledge/skills/attributes):

The candidate must demonstrate the following competencies:
Integrity.
Organisational commitment.
Developing and maintaining relationships.
Planning and Organising.
Quality.
Attention to detail.
Verbal and written communication.
Maintain confidentiality.
Flexibility.
Excellent computer application skills.
Ability to work to strict timeframes.

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