Executive Assistant (Wits VIDA)

Main purpose of the job:

• To coordinate and provide high-level, quality administrative and communication support to the executive office

Location:

• Wits Vaccines & Infectious Diseases Analytics (VIDA) Research Unit, Chris Hani Baragwanath Academic Hospital, Soweto – Johannesburg

Key performance areas:

Administrative support and personal assistance

• Organize and maintain executive diaries
• Coordinate and schedule relevant appointments, meetings, and events
• Screen telephone calls, and inquiries and handle them when appropriate and as directed
• Assist with drafting and preparing documents, reports, and presentations Including dealing with discretionary or confidential information
• Coordinate incoming communication (including but not limited to email and post), often corresponding on behalf of the executive office
• Maintain executive credit card and finance matters in liaison with finance
• Liaise with company Shared Services Centre (e.g., HR, Finance, Legal) on behalf of the executive as required including dealing with confidential documents, signatures, assisting with internal deadlines and reviews, policies and company reporting

Office and Research administration

• Support administration team as directed to maintain relevant office systems such as electronic and manual filing systems (including preparation for donor pre-audits and maintaining filling and filling and filing procedures)
• Support with core business administration as directed by COO including confidential contracts, departmental as well as study operations status reports, reconciliations, and similar
• Provide support as required on regulatory matters
• Provide research administration support as required and directed including but not limited to support with publications, project planning, logistics, communications, procurement, and stock and other operations assistance

Customer Service

• Build and maintain relationships with internal and external stakeholders at all levels including representing the executive office professionally at all times

Effective self-management and performance ownership

• Take ownership and accountability for tasks and demonstrates effective self-management
• Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained

Required minimum education and training:

• Relevant Tertiary qualification; Research Administration or similar preferred

Required minimum work experience:

• Minimum 3 years experience in office administration and/or executive assistant duties, preferably in a medical research environment

Desirable additional education, work experience, and personal abilities:

• Research administration experience and knowledge
• Exceptional organizational and administrative skills with working knowledge of Microsoft office and command of Excel
• Able to maintain confidentiality, tact, and professionalism
• Able to exercise discretion, initiative, and independent decision making and make decisions with informed confidence
• Own reliable transport required

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: 23 June 2022.
• 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:

• Our Client, WHC - VIDA, maintains mandatory Covid-19 requirements, and as such only Covid-19 vaccinated incumbents will be considered for positions.
• 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.