Executive Secretary (SE10 - Permanent) at University of the Witwatersrand

Main Purpose

• The Vice-Chancellor’s Office (VCO) invites suitably qualified and experienced applicants for the position of Executive Secretary to the Deputy Vice-Chancellor: Research and Innovation (R&I). The Executive Secretary will provide a professional administrative and secretarial support function to the Office of the DVC:R&I. S/he/they will also support other functions and duties of the VCO as required.

Brief Description        
Key Responsibilities

• Provides a high-level confidential, professional administrative service to the DVC:R&I
• Preparation of meeting papers for the DVC:R&I including briefing meetings and in some instances debrief meetings
• The ability to function effectively and independently
• Provides support to the DVC:R&I by obtaining/ relaying key information, e.g., details of meetings and speaking engagements, reports, relevant policy, and process-related information, etc
• Arranges meetings and provide administrative support in terms of minutes, reports, and logistics
• Receives visitors and provides hospitality, and answers and screens calls
• Interfaces with the Directors and Senior Staff in the Research Office to ensure seamless operations
• Diary and office management
• Maintains a filing system of minutes, reports and briefs, etc
• Makes and manages local and international travel for the DVC:R&I.
• Ordering stationery and office refreshment supplies in accordance with the business needs
• Ensuring office photocopier is functionable and resourced at all times
• Manages reconciliations of travel and other expenses as well as other general financial administration
• Maintaining the aesthetics within and around the DVC(R&I) Office suite.
• Performs any activities, including the administration and coordination associated with Projects emanating from the VC’s office and which fall within the general functioning of the VC’s office, as delegated by the Vice-Chancellor or Chief of Staff to the Vice-Chancellor.

Requirements

• Grade 12. A secretarial or equivalent diploma is advantageous;
• At least five years of secretarial experience, preferably at a senior /executive secretary level;
• High level of computer literacy (MS Office, Word, Excel, PowerPoint, E-mail, and Internet);
• Excellent administrative, interpersonal as well as public relations skills;
• High levels of confidentiality;
• Good project coordination skills including (planning, budgeting, and report writing);
• Good problem-solving skills;
• Good communication skills (verbal and written);
• Sound organizational skills and ability to work under pressure;
• Sound interpersonal skills for operating at an executive level;
• Willingness to work after hours and away from home if required

Preferences

• Secretarial experience in an executive office within a University environment