Personal Assistant to the Dean at Stellenbosch University

• The Faculty of AgriSciences at Stellenbosch University (SU) is a research-intensive agricultural faculty operating at the intersection of food security, climate resilience and sustainable resource management. Within its Faculty of the Future strategy, the Faculty integrates multidisciplinary teaching, applied research and industry partnerships across the agricultural value chain.
• The position requires a proactive and highly organised executive support professional who can coordinate the activities of the Dean's Office in a complex academic environment. The incumbent will provide executive, secretarial, and administrative support primarily to the Dean and, on an ad hoc basis, to the Vice-Deans and Faculty Manager. Serving as a key liaison between the Dean, Faculty leadership, academic and professional staff, students, and external stakeholders, the incumbent will ensure effective communication, coordination, and follow-through on strategic and operational matters. The incumbent will be expected to exercise sound judgement, maintain confidentiality, and facilitate the integration of specialist advice and stakeholder input to support informed decision-making and the achievement of Faculty objectives.

Duties
The incumbent's responsibilities will include:

• Managing the Dean's diary, including planning and scheduling appointments, meetings and engagements in alignment with the SU almanac and the Faculty Year Calendar, and exercising judgement in prioritising competing demands on the Dean's time.
• Managing the Vice-Deans' diaries where relevant to their roles.
• Managing meeting logistics for the Dean and Vice-Deans, including sending invitations, preparing agendas, sourcing background documents, booking venues, arranging catering and taking minutes where required.
• Making domestic and international travel and accommodation arrangements for the Dean, including flights, transfers and itineraries.
• Drafting correspondence, memoranda and other documents for the Dean's approval and signature, and ensuring that all documentation presented to the Dean for signature is accurate, complete and in order.
• Tracking matters requiring the Dean's decision, attention or follow-up, and taking these to closure.
• Serving as the first point of contact for the Dean's Office: receiving students, staff, parents and external visitors professionally, and handling enquiries by telephone, email or in person.
• Monitoring and managing the generic email address of the Dean's Office.
• Maintaining and updating key Faculty documents and information, and handling administrative tasks received from other SU units, as required.
• Providing secretariat support to meetings convened by or on behalf of the Dean: arranging meeting times, booking venues, requesting agenda items, compiling agendas and addenda, circulating documents, taking minutes, and following up on decisions and allocated tasks to closure.
• Coordinating the logistics of events and functions hosted by the Dean's Office, managing bookings and related requirements for the Faculty's committee room, and procuring supplies for the Dean's Division.
• Processing financial requisitions and procurement for the Dean's Office on the University's financial system, obtaining quotations, maintaining supporting documentation, and submitting transactions for approval in accordance with the University's financial policy and delegations of authority.
• Maintaining confidentiality and handling all sensitive information with discretion.

Job Requirements 
Applicants must meet the following minimum requirements:

• A relevant post-school qualification at NQF Level 6 or higher, for example a three-year diploma or a bachelor's degree.
• At least five years' proven experience in providing executive, secretarial, and administrative support to a senior leader, within: 
• a higher education institution, or 
• a large corporate or public-sector organisation, or 
• a complex, multi stakeholder operating environment.
• Proficiency in using diverse and complex information systems to support administrative, operational, and financial processes.
• Proven proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams).
• Excellent written and verbal communication skills.
• Demonstrated ability to engage professionally with clients and stakeholders, ensuring a high standard of service delivery and effective relationship management. 
• Proven ability to take accurate minutes and prepare professional documentation within required timeframes. 
• Demonstrated ability to work independently, exercise sound judgement, and take initiative in a complex environment.
• The ability to function under pressure without compromising accuracy.
• Discretion and the ability to respect and maintain confidentiality at all times.
• The ability to perform effectively under pressure while maintaining a high degree of accuracy and attention to detail. 
• Excellent organisational, planning, and time-management skills, with the ability to manage competing priorities and meet deadlines. 
• Demonstrated discretion, professionalism, and the ability to handle sensitive and confidential information at all times. 

Deadline:5th November, 2026