Senior Executive Assistant (Post Level 10) at University of the Free State

Duties and responsibilities

Executive and Strategic Support:

• Provide high-level, confidential support to the Chief Officer: Office Manager, including calendar management, travel coordination, briefings, and logistical arrangements.
• Draft and prepare executive correspondence, reports, minutes, and presentation material with a high degree of accuracy and professionalism.
• Coordinate and follow up on action items resulting from strategic meetings, ensuring deadlines and expectations are clearly communicated and met.
• Serve as the central point of contact for internal and external communication flowing through the executive office.

Office Administration and Operations:

• Oversee daily operations of the Office of the Vice-Chancellor to ensure smooth workflow and efficient office functioning.
• Manage document flow and ensure secure record-keeping of confidential files, including the implementation of archiving and tracking systems.
• Monitor and maintain office supplies, assets, and resources to ensure optimal readiness and presentation of the executive space.
• Ensure professional frontline reception of all visitors, dignitaries, and stakeholders engaging with the Vice-Chancellor’s office.

Financial and Procurement Administration:

• Support the Chief Officer: Office Manager in overseeing the office’s operational budget, ensuring responsible expenditure management aligned with institutional policies.
• Prepare and process purchase requisitions, supplier onboarding documentation, and invoice tracking through the university’s finance and procurement systems.
• Monitor and reconcile all financial transactions, including travel claims, subsistence allowances, event-related costs, and event expenses.
• Maintain accurate records of all procurement and expenditure documentation for audit readiness and reporting purposes.
• Draft financial reports and expenditure summaries for quarterly and annual reviews, as requested by the Chief Officer: Office Manager.
• Coordinate travel bookings, accommodation, and claims for the Vice-Chancellor’s Office and delegations, ensuring adherence to institutional travel procedures.
• Follow up on outstanding payments, manage relationships with internal finance units and external vendors, and resolve queries efficiently.
• Assist in the preparation of cost estimates and budgeting for official events, strategic engagements, and special projects hosted by the Office of the Vice-Chancellor.
• Serve as a point of liaison with the Finance and Audit departments to ensure timely submission of supporting documents and adherence to financial governance requirements.

Governance, Compliance, and Coordination:

• Ensure compliance with institutional policies, governance protocols, and reporting timelines applicable to the Vice-Chancellor’s office.
• Support the preparation and coordination of institutional meetings, strategic planning workshops, and formal governance structures involving the executive office.
• Maintain institutional confidentiality and data integrity in all interactions and processes.

Stakeholder Engagement and Protocol Support:

• Act as the key liaison for the Office of the Vice-Chancellor with internal divisions, faculties, government officials, universities, donors, and international guests.
• Coordinate event and protocol arrangements for high-level visits, ensuring an exemplary standard of executive hosting.
• Prepare stakeholder briefings and logistics schedules for institutional events led by the Vice-Chancellor.

Inherent requirements:

• A three-year National Diploma on NQF Level 6 in Office Administration, Public Administration or Business Management or a related field.
• Minimum of two (2) years’ relevant working experience relating to the duties and responsibilities.

Recommendations:

• Exceptional Organisational skills with the ability to manage complex diaries, competing priorities, and multiple deadlines with precision.
• Excellent planning and coordination skills, particularly for high-level meetings, strategic engagements, and institutional events.
• Strong attention to detail and the ability to manage documentation, correspondence, and information flow at an executive level.
• Excellent interpersonal skills and the ability to interact confidently and diplomatically with executive leadership, senior academics, and external stakeholders.
• Understanding of university governance structures, strategic planning processes, and the role of the Vice-Chancellor’s office in institutional leadership.
• Awareness of the South African higher education landscape, including relevant policies, legislation, and compliance frameworks.
• Financial Knowledge and Experience (finance systems, e.g., PeopleSoft, Oracle, or similar).
• Advanced computer literacy with proven experience using the full Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).