Executive Personal Assistant

Company Human Sciences Research Council
Reference # (Ref: AISA: Exec PA 09/19)
Published 13/08/2019
Contract Type Contract
5 Years
Salary Market Related
Location Pretoria, Gauteng, South Africa
The Africa Institute of South Africa (AISA) in the HSRC undertakes basic, applied and comparative research devoted to the study of African development challenges and opportunities. The Institute’s mission is to conduct research and produce evidence-based knowledge that informs African public and private policy and practice, with special emphasis on sustainable development processes; good governance, peace and security; as well as science, technology and innovation. In this work, the Institute collaborates with key players on the continent and provides research-based policy advice to African multilateral organisations and government departments on public affairs. The work of the Institute makes a direct contribution to addressing the many dimensions of the study of Africa by Africans seeking to reverse the continent’s marginalization in the global knowledge economy
Job Functions Secretary
Industries Research
AISA wishes to appoint an Executive Personal Assistant (PA) reporting directly to the Executive Director (ED), on a 5-year contract, to be based in Pretoria.

The Executive PA will establish and maintain a working environment conducive to strategic management, by providing top-level secretarial and administrative support to the ED. As such, duties will include, but are not limited to:

Key Responsibilities:

•Coordination and facilitation of the ED’s diary and email;
•Planning and coordination of arrangements for internal and external meetings;
•Screening of incoming correspondence to prioritize and assess for further action;
•Preparation of letters, memoranda, spreadsheets and other documents and review and editing of documents prepared for the ED’s endorsement;
•Preparation of agendas and materials for meetings; minute taking and record keeping of proceedings;
•Establishment and maintenance of filing and record management systems;
•Assisting with office finances, human resource processes and procurement as required for effective functioning of the unit;
•Facilitation of travel arrangements;
•Liaison between the ED and staff in local and regional offices;
•Transmission of directives, instructions and assignments to staff; follow-up and reporting back to the ED.

Key requirements:
•A minimum of a Bachelor’s degree;
•A minimum of five years’ proven experience as a high-level executive PA;
•Proven experience relevant to the duties as described above;
•Proficiency in English, with excellent written and verbal communication skills;
•Proven proficiency in the use of computer software applications, notably the MS Office suite, electronic mail and diary management and internet;
•The ability to function independently and under pressure;
•Preferably having worked for, or in an environment that deals with, international and continental stakeholders;
•High level of integrity and professionalism to liaise with top-level stakeholders and perform duties in a sensitive and confidential manner when necessary;
•Excellent time management and prioritization skills;
•A commitment to excellence, attention to detail and meticulous and accurate execution of tasks;
•Must be able to work in a diverse and multi-cultural environment;

The HSRC offers attractive, market-related packages depending on qualifications and experience.
Applications: In your application, please include: A copy of your CV, a letter of motivation, and the details of three recent referees (with telephone, fax and e-mail contact details). Ensure that you indicate the reference number. The HSRC will only consider applications that comply with the above requirements. Applicants may be required to undertake a written exercise in the competencies required for the position.

Please submit your application to: Please submit your application on-line at http://hsrc.jb.skillsmapafrica.com. Only If you experience problems applying online, you are requested to send your applications to recruitment@hsrc.ac.za, with the reference number in the subject line. However, you have to register on Skillsmap first, failing to do so will result in your application not being accepted. Only applications adhering to these requirements will be considered.

For further information please consult the HSRC website. Details of the HSRC can be found on the website (www.hsrc.ac.za). For enquiries (and not applications) please contact Prof Cheryl Hendricks on chendricks@hsrc.ac.za or +27(0)12 316 9755 alternatively Ms E Maritz, emaritz@hsrc.ac.za +27(0)12 316 9711.

The HSRC is committed to accelerating the improvement in the proportion of its senior managers and research leaders who are black, female or disabled.

Closing Date: 27 August 2019. We encourage applicants to submit prior to that date. Applicants who have not been contacted within eight weeks should assume that their application has been unsuccessful. Only candidates who are interviewed will be advised of the outcome of the interview.

The HSRC reserves the right to not make an appointment


Job Closing Date 27/08/2019
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