Exec Assistant to Exec Manager at Council for Scientific and Industrial Research (CSIR)

About the job:

• The CSIR has a vacancy for an Executive Assistant in the Business Develoment and Commercialisation department. The incumbent will manage the Executives office effectively and offer the level of support required, enabling the Executive to perform at his full potential and focus on strategic matters.
• The ideal candidate must have the ability to prioritise and remain focused under pressure, display evidence of working independently and maintaining confidentiality is an absolute fundamental requirement. This position is based in Pretoria.

Key responsibilities:

• Prepare written responses to incoming correspondence for the Executives approval and signature;
• Handle all incoming calls effectively and efficiently;
• Eloquently express the Executives requirements/instructions to other staff members;
• Manage internal and external events, local and overseas travel arrangements under broad direction of the Executive;
• Coordinate and manage the Executives diary effectively ensuring that his time is used effectively and he is briefed appropriately regarding the agenda for meetings. This includes sourcing background information from previous meetings;
• Follow up on actions emanating from meetings on behalf of the Executive;
• Structure agendas and take minutes at meetings with minimum guidance from the Executive;
• Maintain and update a stakeholder engagement database for the Executive;
• Track follow-ups and commitments from meetings and other engagements;
• Support both virtual and in-person meetings;
• Type, format/edit documents and prepare presentations;
• Prioritise outputs according to the Executives needs;
• Purchase necessities for the office.

Qualifications, skills and experience:

• A National Diploma or equivalent SAQA level qualification in administration with at least five years working experience as a Personal Assistant to a Senior Manager or Executive.
• A Bachelors degree will be advantageous.
• Must have the ability to prioritise;
• Must be flexible, be able to adapt and change of responsiveness in an atmosphere of constantly shifting priorities;
• Must be able to work independently with a high level of autonomy;
• Must be professional, self-motivated, organised and proactive;
• Must have the ability to handle sensitive/confidential information discreetly;Must have stakeholder relations;

The following skills are essential:

• Communication and writing skills;
• Conflict handling skills;
• Problem solving skills;
• Self-management skills (positive attitude and behaviour, reliability, accountability and self-sufficiency);
• Advanced computer skills (MS Office (including Excel and Powerpoint), Internet, IT literacy);
• Good numerical skills and attention to detail;
• Must be a self-starter and be able to work well under pressure.