Executive Personal Assistant (N000791) Re-advertisement at North West University

Job description

PURPOSE OF THE POSITION

• Provide administrative and secretarial support to the office of the Registrar to ensure efficiency and professionalism.

KEY RESPONSIBILITIES:

Executive Support & Diary Management

• Maintaining and manage the Registrar’s complex calendar, ensuring accurate scheduling of meetings, conferences, and events.
• Screen and prioritize incoming correspondence (emails, mail) and visitors; handle routine matters independently.
• Prepare meeting packs, assemble relevant documentation, and brief the executive on key issues.
• Coordinate travel arrangements, including reservations and itineraries.
• Monitor timekeeping and ensure departmental heads provide monthly updates.
• Support ceremonial and institutional events (e.g., graduations, campus openings/closings).
• Manage student record verifications (SIS) and related compliance tasks.

Office Infrastructure & Resource Management

• Ensure office equipment and furniture are functional; report and follow up on technical issues.
• Manage procurement of office supplies and services through approved channels.

Office Administration & Information Management

• Maintain accurate filing systems (physical and electronic) aligned with organizational standards.
• Act as liaison between the executive and staff, transmitting information and following up on assignments.
• Lecate and review pertinent information from internal and external sources.
• Update Registrar’s CV, photo archives, and event records.
• Draft, edit, and type routine correspondence, memoranda, and reports.
• Ensure accuracy and professionalism in all written communication.

Appeals & Committee Support

• Coordinate appeals processes, schedule committee meetings, and distribute documentation promptly.

Minimum requirements

• A bachelor’s degree/advanced diploma (NQF level 7) in Administration or related field.
• A minimum of three (3) years’ experience in a secretarial, administrative or allied environment.
• A minimum of two (2) year experience within the tertiary environment.

ADDED ADVANTAGES:

• Training in typical office software applications.

KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:

• Knowledge of organisational structure and functioning.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.
• Knowledge of principles and processes for providing customer and personal services, including customer needs assessment and appropriate responses.
• Knowledge of organisational structure and functioning.

BEHAVIOURAL COMPETENCIES:

• Listening skills and conducting professional interpersonal relationships with colleagues and clients.
• Organising skills and capability to prioritise and execute tasks.
• Ability to work well under pressure and meet deadlines.
• Ability to operate all applicable office equipment and systems with good word processing and IT skills and confidence in using a range of software packages.
• Accuracy and attention to detail.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality.
• Diversity awareness and competence.
• Excellent oral and written communication skills in one or more of English, Setswana, Sesotho, Afrikaans.
• Language proficiency to function optimally in the various multilingual environments of the NWU.
• Understanding and interpret work related documents. 

CLOSING DATE: 16 February 2026