Executive Secretary (P10) (Faculty of Law: Dean's Office) (Re-advert) at University of Johannesburg

Job description:

• To provide high-level professional and personal assistance and support services to the Executive Dean in his role.

Responsibilities:

Office Management & Coordination:

• Provide professional and effective management of the Executive Dean’s office in line with best practice.
• Act as a first point of contact on all general queries that go via the office.
• Organise and liaise between Faculties/Divisions, and Executive Leadership Group (ELG).
• Liaise with the offices of the Management Executive Committee (MEC).

Stakeholder Liaison and Management:

• Collaborate with fellow Executive Dean's Secretaries and Executive Assistants to coordinate and manage the Executive Dean's schedule, ensuring strategic priorities are met.
• Act as the primary point of contact for employees and stakeholders, managing communications and resolving issues in accordance with the Executive Dean's directives, with timely escalation to line management as necessary.

Reporting and Risk Management:

• Coordinate monthly and management reports from key stakeholders for the Executive Dean.
• Ensure all Service Level Agreements (SLAs) with relevant stakeholders are always adhered to.
• Maintain professional and confidentiality and manage information that goes through the office of the Executive Dean.
• Proactively assess and identify any risks associated with the officer’s actions, decisions, or conduct. Where possible, take appropriate measures to resolve these risks at your level. If the risks cannot be adequately addressed or fall outside your authority, promptly escalate the matter to the Line Manager for further guidance and action.

Administration:

• Provide clerical and administrative support to the Executive Dean.
• Keep records up to date and maintain an effective filing system.
• Manage procurement of operational items to enable efficient operation and timely payment of invoices.
• Plan, arrange, and coordinate relevant workshops, functions, and conferences as directed by the Executive Dean.
• Keep abreast of new developments in the field and effectively apply best practices in the office setting.
• Perform ad hoc duties as and when required by the Executive Dean.

Minimum requirements

• A relevant National Diploma (NQF Level 6) in Executive/Office Management or Administration or related field.
• Having a Bachelor's Degree (NQF Level 7) would be an added advantage.
• Three (3) to five (5) years' Personal Assistant experience at an Executive level, preferably in a university setting.
• Good knowledge of university systems, structures, policies, and procedures.
• Knowledge of Administrative and Clerical procedures.
• Advanced computer literacy in Windows and MS Office (MS Word and Excel).

Recommendations:

• Executive or senior administrative experience at a tertiary institution.
• Good knowledge of university systems, structures, policies, and procedures.
• Ability to work under pressure and meet tight deadlines by prioritizing tasks effectively, adapting quickly to changing demands, and delivering consistent results without compromising quality.

Competencies and Behavioural Attributes:

• Strong planning, organising, and a methodical approach to work.
• Excellent self-management skills and resource management skills.
• Good command of the English language (written and verbal).
• Strong customer service, diplomacy, and assertiveness skills.
• Ability to work under pressure in a fast-paced and deadline-oriented environment.
• Project Management skills.
• Strong time management skills.
• Excellent interpersonal and listening skills.
• Good written and oral communication skills.
• Ability to identify and mitigate risks.
• Collegial and emotionally intelligent.
• High level of integrity and ethical standards.

Deadline:10th July,2026