Personal Assistant - Stellenbosch, South Africa - Stellenbosch University

Thabo Mthembu

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Description
Duties/Pligte- Providing an effective and efficient general administrative and secretarial service to the


DVC:
RIPS;- Taking minutes at management and departmental meetings and timely distribution of minutes to the relevant stakeholders;- Compiling agendas and writing minutes of meetings per resolutions taken and action items for the


DVC:


RIPS;- Following up on minute action points and other deadlines;- Assisting with compiling reports and incorporating statistical data into draft reports;- Performing routine administrative tasks when needed, e.g., petty cash, requisitions, stationery, etc.;- Events coordination: conferences, workshops, etc.;- Making national and international travel arrangements;- Reacting to urgent requests and ensuring that the necessary action is taken;- Handling telephone enquiries and receiving clients;- Client relationship management;- Asset management for the Office;- Maintaining an effective electronic and document filing system;- Providing support in creating PowerPoint and other multimedia presentations;- Gathering the necessary documents and information, and preparing for meetings and workshops;- Coordinating follow-up actions after meetings;- Providing support with planning and preparing strategic and project plans; Preparing and editing correspondence, reports and other communication;- Providing support to the project coordinator;- Communicating information from the Office;- Professional management of enquiries / requests to the Office;- High level communication with internal and external stakeholders of the DVCs Responsibility Centre;- Developing and maintaining positive working relationships within the Responsibility Centre of the DVC, SU clients and service providers.

Bied effektiewe en doeltreffende algemene administratiewe en sekretariële dienste aan die VR:
NINS; Neem van notules by bestuurs
- en departementele vergaderings en tydige verspreiding van notules na die toepaslike belanghebbendes;
  • Saamstel van agendas en skryf van notules van besluite geneem by vergaderings en aksie items vir die VR: NINS;
  • Opvolg van notule aksiepunte en ander sperdatums;
  • Hulpverlening met die saamstel van verslae en inkorporasie van statistiese data in konsep verslae;
  • Verrig roetine administratiewe take wanneer nodig, bv., kleinkas, rekwisisies en skryfbehoeftes, ens.;
  • Koördinering van funksies, bv., konferensies, werkswinkels, ens.;
  • Tref nasionale en internasionale reisreëlings;
  • Reageer op dringende versoeke en verseker dat die nodige aksie geneem is;
  • Hanteer telefoniese navrae en ontvang kliënte;
  • Bestuur van kliënte verhoudings;
  • Batebestuur vir die kantoor;
  • Onderhou 'n effektiewe elektroniese en dokumente liasseringsstelsel;
  • Verskaf ondersteuning in die skep van PowerPoint en ander multimedia aanbiedings;
  • Insameling van die nodige dokumente en inligting, en voorbereding vir vergaderings en werkswinkels;
  • Koördineer opvolg aksies na vergaderings;
  • Verskaf ondersteuning met beplanning en voorbereiding van strategiese

- en projekplanne;
  • Bied ondersteuning en monitering van finansies (begrotings, strategiese fonds aansoeke, finansiële beplanning, ens.);
  • Voorbereiding en redigering van korrespondensie, verslae en ander kommunikasie;
  • Bied ondersteuning aan die projekkoördineerder;
  • Kommunikeer inligting vanaf die Kantoor;
  • Professionele bestuur van navrae / versoeke aan die Kantoor;
  • Hoëvlak kommunikasie met interne en eksterne belanghebbers van die VR se Verantwoordelikheidsentrum;
  • Ontwikkel en handhaaf positiewe werksvennootskappe binne die VR se Verantwoordelikheidsentrum, die US se kliënte en diensverskaffers.

Job Requirements/Pos Vereistes- Administrative / secretarial certificate or diploma, and at least five years' work experience in a senior secretarial / administrative position at senior management level;- A valid code EB driver's licence;- Proven computer proficiency in the use of the Microsoft Office package (Word, Excel, PowerPoint, and Outlook);- Proven knowledge and extended experience of the use of administrative and financial computer systems;- The ability to liaise appropriately with individuals at management and other levels, both within and outside the University;- The ability to work in complete confidence;- High-level organisational ability with the proven ability to prioritise;- Excellent written and verbal communication skills;- Organised with outstanding interpersonal relationship skills;- Excellent and effective planning, problem-solving, decision-making and time management skills;- Proven ability in compiling and editing reports;- Accurate recordkeeping skills;- Financial administration skills;- Good analytical skills;- Independence and accuracy in performing tasks;- Proven ability to work both on own initiative and as a team member;- The ability to function under pressure without compromising accuracy.

Administratiewe / sekretariële sertifikaat of diploma, en minstens vyf jaar se werkservaring in

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