Office Coordinator & Executive Secretary at University of Western Cape

The Finance & Services Directorate plays a pivotal role in the smooth running of the university. We seek to employ a knowledgeable and resourceful individual with confidentiality, initiative, tact, maturity and independent judgement.

Reporting to the Executive Director: Finance & Services, the appointee’s duties will include:

• Smooth operations of the Executive office,
• Attend to demands from various faculties, staff and stakeholders,
• Preparation of accurate and articulated reports/documentation and timely distribution,
• Review of emails and appropriate responses,
• Ad hoc projects that includes appropriate research and information gathering, submission of documentation according to required specifications, etc.,
• Coordinating tasks with reporting directors and executive members,
• Communication with internal and external stakeholders,
• Manage and co-hosting of events,
• Review of contracts and documentation for quality control,
• Time and diary management,
• Travel arrangements including extensive overseas travel across multiple zones,
• Managing meeting packs, agendas and minutes,
• Support to project management teams,
• Exchanging sensitive information in an unbiased manner in the appropriate formats to designated individuals/stakeholders,
• Fostering relationships with stakeholders and maintain level of diplomacy,
• Assist staff due to broad skills and knowledge of the portfolio,
• Develop presentations based on conceptual and directional input,
• Drafting formal documentation in the context of situations for approval,
• Producing mails on the Executive Directors behalf,
• Providing feedback on tasks and areas for improvement,
• Multiple time zones, ever mindful of the executive's objectives and incorporating relevant deadline planning and desk time to maximise effectiveness,
• Meeting organisation - including coordinating, preparing agenda and supporting papers, taking minutes, tracking action items arising to completion and maintaining detailed records,
• Preparation of correspondence, reports, presentations and research, standardised formatting of documentation,
• Providing support to the project management teams,
• Filtering through information and providing accurate description of events and occurrences in a sensitive and unbiased manner,

Minimum Requirements

• A relevant Degree or equivalent NQF 7
• At least 5 year’s appropriate experience
• Should be computer proficient in specifically Microsoft Office Applications, Mail and Calendar applications and Enterprise Resource programs,
• Sound knowledge of the Higher Educational environment would be advantageous.

Skills and Competencies

• Sound written and oral communication skills,
• Honesty, integrity and trustworthiness,
• Has a high standard of performance, coupled with a professional and positive attitude.