Executive PA

Core responsibilities



Operation planning and project administration [40%]



Conduct research for project preparation


Create and maintain project-related documentation


Keep project-related records for budgeting purposes


Coordinate report data from various stakeholders


Collate reports General administration [40%]



Set up and maintain efficient filing and office system


Answering calls and liaising with stakeholders competently


Preparing correspondence with stakeholders


Preparing documents for meetings


Taking minutes at meetings and disseminating for approval


Preparing documents related to budgeting


Compile board packs


Compile documents for submission to higher authorities


Draft communication on behalf of line manager


Sourcing of ordinary stationery and office equipment


Typing documents


Preparing presentations


Assist academic administration team to plan and organise academic events Office Management [20%]



Plan and organise meetings including logistics and catering


Organise travel and prepare travel itineraries


Manage communication with internal and external stakeholders


Diary management



REQUIREMENTS



Excellent spreadsheeting, calendar administration, word-processing and presentation skills


Excellent interpersonal skills


Good communication skills – written and oral (with a track record of written submissions)


Excellent time management skills


Knowledgeable about the higher education context


Has a high energy level and can work under stress meeting tight deadlines


Can prioritise and multitask


Attention to detail


Discretion


Professionalism


Confidentiality


Be prepared to travel as required


Secretarial diploma, with minimum NQF6 office management or PA qualification


At least two years’ experience as an executive secretary/PA


Driver’s licence

.