EXECUTIVE SECRETARY - Lolontle Projects cc, Johannesburg

  • Johannesburg
  • Salary: R30 000.00 - R300 000.00 Per Month
  • Job Type: Permanent
  • Sectors: Education, Academic
  • Posted by Lolontle Projects cc on Saturday, January 12, 2019
  • Reference: 1509137
  • Apply before Wednesday, March 13, 2019 - 52 Days left

Vacancy Details

Employer: Lolontle Projects cc

• Manage the Executive Dean's office and act as the first line of contact with the stakeholders, staff etc. in a professional manner.

• Ensure hospitality and welcoming service of visitors and general maintenance of the office space (layout, furniture, cleaning, etc.), supplies, systems (phones, internet, etc.), etc.

• Arrange travel and accommodation for the Executive Dean for business trips and conferences (local and international)

• Extensive management of the Executive Dean's diary by organizing the diary/daily commitments and ensuring that all the commitments are honored by managing calendars to priorities (ensure sufficient space/travel time between meetings/events, etc.) and Implement internal meeting schedule (eg. Check-ins, monthly step-backs, etc.)

• Manage calendars of Deputy Dean’s;

• Coordinate and ensure Tech & systems (technological support) for staff are appropriate and meets the needs of the office in terms of capacity, efficient filling support, data back-up’s, etc.

• Ensure that the Executive Dean’s office email accounts are managed and organized well, to ensure easy access and retrieval of mail.

• Stay on top of all specific tasks/follow-up items and general areas of work; consistently meet deadlines.

• Responsible for effective and efficient support to the Executive Dean and staff in the Executive Dean’s office in order to ensure team effectiveness.

 

• Responsible attention to detail in all outgoing communication from the Executive Dean’s office by checking for accuracy, precision & relevance when in compiling letters, emails, reports, agendas, registers, minutes at meetings, etc for accurate record keeping.

• Arrange and coordinate workshops, functions, conferences, etc. as per the Executive Dean's request.

• Keep abreast of new developments in the field and effectively apply it in the Division.

• Maintain a trusting and open relationship with the HR Business Partner, Executive Dean, Deputy Dean’s and HoD’s, etc. regarding official matters.

• Ensure that documentation is kept safely and securely to maintain confidentiality and adherence to POPI Act.

• Procurement of services, refreshments, stationery as well as the ordering of furniture, computers and office equipment.

• Open, sort, and group incoming mail answer correspondence and prepare outgoing mail.

• Facilitate the maintenance of infrastructure to ensure a productive, safe and secure environment in compliance with the relevant legislation.

• Any ad-hoc and miscellaneous requests from Management.


Required Skills

  • Executive Secretarial Diploma/Certificate or equivalent qualification (NQF 6)
  • Executive Secretarial experience and within a Tertiary environment, would be an advanta : 3 to 4 years
  • Executive Secretarial experience and within a Tertiary environment, would be an advanta : 4 to 5 years
  • • Proven track record of exceptional Administrative/Coordination and office supplies budgeting exper
  • Ability to uphold strict confidentiality.
  • Availability to work after hours and over weekends, when required.
  • Active listening skills.

Candidate Requirements

• Professional and Respectful approach to work.

• Ability to adapt to change.

• Computer literacy (all MS Office packages)

• Working knowledge of University/Tertiary institute systems (eg. HEDA, RIMS, HEMIS, etc.)

• Awareness of and adherence to University policies and procedures.

• Administrative and clerical procedures and systems.

• Extensive diary management and scheduling.

• Extensive understanding of telephone etiquette

• Procurement procedures

• An ability to arrange and coordinate conference calls (international and local) on land-lines and electronic devices on various platforms (eg. Skype, Zoom, Blue Jeans, etc.)

• Office and administration management

• Basic Finance/budgeting

• Planning and organizing

• Writing skills (i.e. report writing)

• Verbal communication skills.

• Accuracy, detail and quality checking.

• Excellent interpersonal skills.

• Active listening skills.

 

Apply before Wednesday, March 13, 2019 - 52 Days left Companies may expire jobs at their own discretion. If you have not received a response within two weeks, your application was most likely unsuccessful.
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