Duties

• Providing reception and administrative support to the Senior Director and the team, including diary and schedule management;
• Assisting with the administration of meetings, e.g. agenda, minutes, actions;
• Assisting with document management, including the drafting, formatting and collation of relevant documentation and presentations;
• Establishing and maintaining accurate digital databases;
• Making travel, transport and accommodation arrangements for the Senior Director;
• Timeous and effective assistance with relevant registrations, e.g. conferences;
• Timeously liaising with various internal and external service providers to ensure the effective functioning of the office;
• Independently handling enquiries addressed to the office of the Senior Director;
• Assisting with financial administration, including purchase orders, SUNFin payments, and reporting;
• Assisting with logistical arrangements of relevant events and workshops.

Job Requirements   

• At least an NQF level 6 administration or secretarial qualification, plus five years’ relevant experience in administrative support at managerial level;
• Proven ability to communicate effectively in the multilingual and multicultural environment in English and another official South African language;
• The ability to liaise with individuals at management and other levels, both within and outside the University;
• The ability to build and maintain relationships in order to gain support for initiatives and objectives;
• Proven ability to effectively use office software, e.g. the Microsoft Office suite;
• Proven financial administration experience;
• The ability to function under work and time pressure without compromising accuracy and efficiency;
• Excellent time management skills;
• The ability to express ideas clearly, concisely and persuasively in writing;
• Excellent verbal and written communication skills in at least English and one other official South African language;
• High-level organisational abilities;
• Demonstrable initiative in the performance of the required tasks.

Recommendation

• Relevant experience of working within the higher education environment;
• Relevant experience of working within a project management environment;
• Thorough knowledge of Stellenbosch University’s administrative and financial systems.