Executive Personal Assistant N000935 at North West University

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.