Executive Personal Assistant N000935
Position summary
Introduction
Job description
KEY RESPONSIBILITIES:
General Office Administration
· Responsible for all general administration.
· Follow up on outstanding instructions given by the Executive Dean.
· Inventory management, order, and receive office necessities.
Correspondence and record management
· Distribute relevant documentation and internal and external correspondence from the office.
· Compile reports for approval by the Executive Dean.
· Compose and edit letters, reports and other correspondence when required.
· Process replies on own initiative or from Executive Dean’s dictation or notes.
Liaison with staff, stakeholders (internal/external) and suppliers
· Evaluate, screen and deal with telephone and office inquiries and queries, providing feedback and assistance, allowing the Executive Dean to concentrate on strategic matters.
· Correctly direct calls and communication to colleagues.
· Compile correspondence reports and memoranda.
· Format and edit correspondence and other documents.
Finances and budget administration
· Compile office budget.
· Manage office finances, ensuring that funds are used efficiently.
· Create requisitions, payment control and control over the office/organisation unit’s budget administration in accordance with applicable financial policies, rules and systems.
Diary Management
· Perform telephonic and electronic appointments, bookings and other arrangements.
· Plan, organise and coordinate internal and external meetings.
· Arrange internal and external visits of Executive Dean and other staff inclusive of travel, accommodation, and other logistical matters.
Ad Hoc
· Execute ad hoc tasks as assigned by the Executive Dean or his/her delegate to ensure smooth functioning of the office.
Minimum requirements
· A bachelor’s degree or equivalent qualification on NQF level 7.
· A minimum of 3 years’ experience in a secretarial, administrative, or allied environment.
· A minimum of 2 years’ experience in the tertiary education environment.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Advanced computer skills and knowledge of relevant office administrative software such as MS Office Suite (Word, PowerPoint), Outlook, Internet etc.
· Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
· Must be able to effectively liaise and communicate with the public, students, and colleagues at various levels and from diverse backgrounds.
· Customer service orientation by responding to clients requests promptly and effectively.
· Ability to work efficiently under pressure.
KEY BEHAVIOURAL COMPETENCIES:
· Stable and healthy personality, emotionally mature.
· Excellent organisational skills, task commitment and task orientation.
· Excellent communication and interpersonal skills.
· Trustworthy and responsible.
REMUNERATION:
The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Prof Dumi Moyo: 0182991051
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Mr Byron Louw: 0182852304
CLOSING DATE: 13 February 2024
PLANNED COMMENCEMENT OF DUTIES: 1 April 2024 or as soon as possible
Kindly take note: applications must be submitted online through the official NWU vacancy website.
Incomplete applications and those submitted through any other platform will not be considered.
The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.
The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.
If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.
