Executive Secretary (P10) (Facilities Management: Executive Director’s Office) (Re-advert) at University of Johannesburg

Job Specification:

The successful incumbent will be expected to fulfil the responsibilities of an Executive Secretary. The overarching responsibility is the professional and effective management of the Executive Director’s Office. This includes:

• Effective and proactive diary management.
• Effective management of tasks and information related to the Executive Director’s responsibilities and prioritizing tasks in terms of urgency and importance.
• Follow-up, collate, consolidation and submission of reports as directed by the Executive Director.
• Effective planning and organising of tasks in the office of the Executive Director.
• Act as first point of call for Facilities staff and other external stakeholders on all general queries that go via the office, resolve queries, and escalate where necessary.
• Ensure an effective record-keeping system including establishing and maintaining an effective filing system and keeping records up to date.
• Assist the Executive Director in managing his budget.
• Manage and order stationary supply, as well as kitchen supplies.
• Provide secretarial services to meetings: times, attendees, venues, arrange catering and minutes.
• Operate office machines and equipment in support of secretarial work.
• Perform Oracle (ERP) on-line orders related to the Executive Director’s responsibilities.
• Manage procurement of operational items to enable efficient operation and timely payment of invoices.
• Facilitate the maintenance of infrastructure in line with university processes.
• Deal with correspondence as required by the Executive Director.
• Deal with risk management in own focus areas and adherence to Service Level Agreements (SLA).
• Perform ad-hoc duties as and when required.
• Make travel, transport and accommodation arrangements for the Executive Director.
• Plan, arrange and coordinate relevant meetings, training, workshops, functions, and conferences as directed by the Executive Director.
• Reconcile receipts and manage finances related to the credit cards and/or financial claims of the Executive Director.

Minimum requirements

• A National Diploma in Administration or relevant NQF 6 qualification.
• A minimum of three (3) to five (5) years’ experience as a Personal Assistant/Secretary.
• Proven computer skills in MS Office packages (must be fully conversant in MS Word, Excel, PowerPoint, Outlook and usage of the internet).
• Proven experience of extensive diary management and scheduling.

Competencies and Behavioural Attributes:

• Good Planning, organisational skills and attention to detail.
• Good written and verbal communication skills.
• Ability to priorities and work under pressure.
• Fluent English language use.
• Ability to use own initiative and work independently.
• Good professional typing skills.
• Good interpersonal and human relations skills, coupled with intercultural skills and assertiveness.
• Social perceptiveness and the ability to handle conflict situations in a diplomatic manner.
• Attention to detail.
• Minute taking experience.

Recommendations:

• Knowledge of UJ rules and regulations.
• Previous experience in the Higher Education and Training sector.