Executive Assistant - Two Year Contract - Wits DIH

SUMMARY:
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POSITION INFO:

Main purpose of the job:
To work closely with the Divisional Executive Director and provide high level support by acting as the first point of contact in dealing with queries and managing the administration of her day-to-day operations

Location:
Parktown, Johannesburg

Key performance areas:

• Organise and maintain the Executive Director’s diary.
• Coordinate and schedule relevant appointments, meetings and speaking engagements.
• Screen telephone calls, enquiries or requests and handle them when appropriate.
• Prepare agendas for meetings.
• Serve as a primary point of contact between the executive and relevant stakeholders (internal and external), including helping to coordinate the work of the different groups and providing administrative support for meetings.
• Assist in preparing documents, reports, and presentations for internal and external audiences.
• Deal with incoming emails, faxes, and mail – often corresponding on behalf of the Executive Director.
• Determine priority of matters of attention for the executive; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the executive advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Prepare monthly petrol and credit card recons for the Executive Director.
• Maintain relevant office systems such as electronic and manual filing systems (including preparation for donor pre-audits).
• Other additional and/or alternative duties as assigned from time to time, including supporting other Executives as needed.
• Maintain the organisation’s TEAMS folders.
• Order and maintain stationary for the Executive Director’s office.
• Purchasing of consumables (groceries; stationery etc. online and directly from supplier).
• Booking, coordinate and confirm travel arrangements (flights, accommodation, transport and per diems).
• Provide itinerary as required.
• Ensure that per diems are processed timeously for each trip planned.
• Process travel expense claims.

Required minimum education and training:

• Bachelor’s Degree – preferably related to the Medical Science field.

Required minimum work experience:

• Minimum 3 to 5 years’ experience in a similar role.

Desirable additional education, work experience and personal abilities:

• Exceptional organisational and administrative skills with working knowledge of Microsoft Office.
• Excellent organization and time-management skills.
• Able to maintain confidentiality, tact, and professionalism at all times.
• Able to exercise discretion, high levels of initiative and independent decision-making.
• Must be assertive, confident, adaptable, and self- motivated.
• Able to work as part of a multidisciplinary team.
• Own reliable transport would be an advantage.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
• Must be contactable after hours for any unplanned emergencies or queries.

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate to accept the new POPIA terms and conditions. This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL. However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market.
• AJ Personnel is fully POPIA Compliant.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 1 February 2023.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.

Please note:

• WHC, in accordance with its Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.
• AJ Personnel is only responsible for advertising the advertisement on behalf of their client Wits Health Consortium.
• AJ Personnel does not have any salary or other information regarding the position.

NB! This job is now closed. You can apply for other jobs by uploading your CV.