Group Assistant: Aerospace Systems at Council for Scientific and Industrial Research (CSIR)

About the job:

• The CSIR has a vacancy for a Group Assistant in the Aerospace Systems Impact Area within Defence and Security cluster. The incumbent will be responsible to provide secretarial and administrative support services to two managers that work in close collaboration and the team. This position is based in Pretoria and will report to the Research Group Leader.

Key responsibilities:

• Coordinate and schedule the weekly activities of the Managers;
• Maintain the daily update of a fully functional filing system (hard copy and electronic) where documents and reference materials can be retrieved timeously;
• Screen incoming parcels and respond in the Managers’ absence when necessary;
• Assist in prioritising tasks on the Managers’ diaries and take proactive responsibility for relevant actions;
• Draft correspondence, proofread and edit documents when necessary on behalf of the Managers’;
• Organise meetings and events such as Impact Area Management team meetings, workshops, strategy sessions and ad hoc visits when needed, including drafting agendas and taking minutes at meetings as required;
• Follow up on actions emanating from meetings on behalf of the Managers and the team;
• Coordinate travel arrangements of the Managers’ and the team as required, including liaising with the inhouse travel agents;
• Responsible for putting purchase orders on the system as and when required;
• Work closely with the Impact Area operations;
• Procure equipment, stationery and all building maintenance necessities to ensure effective functioning of day-to-day business;
• Maintain good contact with senior stakeholders internally and externally;
• Prepare expense reconciliations such as traveling expenses and other processed orders;

Qualifications, skills and experience:

• A National diploma or NQF6 equivalent qualification in office administration or related fields with at least three years’ experience as a Secretary or Personal Assistant to a Manager
• Experience in Information Management Systems such as use of SharePoint, and OneDrive software for storage and retrieval of documents and information as well as MS and MS Teams would be advantageous
• Experience and training in Microsoft Word and Excel
• Experience in utilising CSIR systems would be an advantage;

Must be able to:

• Build relationships (including listening, interpersonal sensitivity and the ability to read and interact with people);
• Maintain a high level of confidentiality and human dignity;
• Exercise tact and good judgement with highly sensitive information;
• Function independently and within a team;
• Promote a professional, friendly and informed first point of contact between the  Group Leaders and their staff, clients and stakeholder.

Must be/have the following:

• Customer service orientated and pays attention to detail;
• Ethical behaviour, honesty, transparency and live the CSIR values;
• Action-orientated and demonstrate initiative;
• Good planning and organising skills;
• Excellent verbal and written communication;
• Willingness to perform information searches on the Internet and relevant books, journals and magazines in accordance requirements to capture researchers’ published articles on TODB system

Closing Date

• 08/09/2025