Executive Assistant (P10) UJInvnt (Pty) Ltd. (3 Year Contract Without Benefits) at University of Johannesburg

Job description
UJInvnt - Its primary objectives are:

• to commercialise on behalf of the University opportunities arising from the activities of the University and others, including, but not limited to, Intellectual Property (IP), through several permutations, which range from commercialising IP (licensing, sale of IP assets) to owning equity stakes in new ventures (with outside investors) based on IP assets
• to provide technical and training services, consultancy services and courses; and
• to hold shares on behalf of the Shareholder in other subsidiary companies, and act as the Holding Company for commercial activities.

Job Purpose:

• This role is responsible for providing high-level administrative and coordination support to the Executive Manager: UJInvnt, ensuring efficient operation of the office, and requires exceptional organizational skills, discretion, and the ability to manage complex calendars, communications, and confidential information.

Responsibilities:

• Manage the Executive Manager’s office and to act as first line of contact to all stakeholders in a professional manner.
• Administer procurement of operational and capital items to enable efficient functioning in the Executive Manager’s office.
• Manage the processing and payment of Board Directors' remunerations and claims.
• Develop and manage ongoing monthly budget control for the Executive Manager’s office.
• Arrange travel and accommodation for the Executive Manager for official business trips and conferences.
• Compile and administer relevant reports for various committees and forums.
• Arrange and co-ordinate meetings, workshops, functions, conferences, and allied events, as per the requirements of the Executive Manager and the Board of Directors.
• Ensure the work within Company is aligned to the university and company procedures, processes, and policies
• Pre-screen documents sent through for the Executive’s approval to ensure alignment with Delegation of Authority and compliance with relevant processes and procedures of the company.
• Ensure that the booked venues comply with the Occupational Health & Safety protocols.
• Arrange logistics for meetings, seminars, workshops, and other events.
• Act as a liaison between the company, university and external entities.

Minimum requirements

• A Secretarial or Administration Diploma/Certificate (NQF 6) qualification.
• Three to five (3 to 5) years Office Administration/Secretarial experience.
• Five (5) years of experience as an Executive Assistant, preferably in the investment or funding sector.
• Proficiency in Microsoft Office Suite, data processing and collaboration tools (e.g., Slack, Zoom).
• Knowledge and understanding of university policies and procedures.
• Knowledge of conference calls (international and local).
• Valid driver’s license.
• Knowledge of finance/budgeting principles.
• Extensive experience diary management and scheduling.
• Administrative and clerical procedures and systems.

Competencies and Behavioural Attributes:

• Decision-making.
• Process management.
• Ability to prioritize tasks in a fast-paced environment.
• High Attention to detail.
• Planning and Organising.
• Excellent verbal and written communication skills.
• Professional appearance.
• Corporate culture focussed.
• Time Management.
• Deadline driven.
• Verbal communication skills.
• Active listening skills and following instructions.
• Excellent interpersonal skills.
• Accuracy, detail, and quality checking.

Recommendations:  

• Bachelor’s degree in business administration or related field (or equivalent experience). 
• Knowledge of Company rules and regulations.
• Working knowledge of the higher education environment.

Deadline:13th August,2025