Personal and Office Assistant

Stellenbosch University • Other • Stellenbosch, Western Cape, South Africa • $50 - $200 / year • 6d ago

Duties/Pligte

Are you a highly organised and proactive individual who thrives in a dynamic environment? We're looking for a talented Personal and Office Assistant to ensure the smooth operation of our divisional office and to provide exceptional support to our Senior Director.

Key responsibilities:

Executive support: Delivering top-notch secretarial and administrative assistance to our Senior Director, including managing their schedule, handling correspondence, and providing general office support;
Office administration: Maintaining efficient office operations by offering administrative support to the team, assisting with meeting administration, and managing documents;
Project administration: Assisting with project administration and coordination to ensure timely and successful project completion;
Financial management: Overseeing the Division's expenditure and process payments, and keeping accurate financial records.

If you're detail-oriented with a knack for multitasking and a passion for providing exceptional support, we want to hear from you!

Job Requirements/Pos Vereistes

We will consider applicants with the following variations in terms of qualifications and work experience:

An NQF level 6 or equivalent qualification in office administration or secretarial studies, plus five years' proven experience in administrative support, managing an office and/or as an executive personal assistant; OR
An NQF level 5 or equivalent qualification in office administration or secretarial studies, plus seven years' proven experience in administrative support, managing an office and/or as an executive personal assistant; OR
A bachelor's degree in business administration, business management or related fields, plus practical skills in office management/administration, plus seven years' experience in administrative support, managing an office and/or as an executive personal assistant.

The following are also required:

Proven ability to communicate effectively in a multilingual and multicultural environment, specifically in English and Afrikaans;
Proven ability to effectively use office software, e.g. the Microsoft Office suite;
Proven experience in executing various financial tasks, for example, but not limited to, overseeing expenditure, processing payments, and keeping accurate financial records.

Competencies:

Technical competencies:

All applicants must complete an online questionnaire that illustrates their understanding of the tasks involved in a personal assistant role. Applicants selected for an interview will also be required to complete psychometric tests before the day of the interview, as well as a practical assessment on the day of the interview.

Operational competencies:

Technical/professional knowledge, skills and experience: The ability to demonstrate technical and/or professional proficiency, being at the leading edge of one's field of expertise;
Communication skills: The ability to listen and respond effectively to others; to convey information and/or ideas in a written or verbal format;
Detail orientation: The ability to take all relevant detail into account to ensure effective task completion;
Time management: The ability to effectively organise one's time in order to meet deadlines; prioritising work activities;
Energy/drive: The ability to sustain a high level of energy consistently over long periods of time; demonstrating enthusiasm and a positive 'can do' attitude;
Customer service excellence: The ability to exceed customer expectations by consistently delivering an exceptional customer experience; going the extra mile for the customer;
Assertiveness: The ability to confidently express one's ideas and feelings in an open and honest way without putting others down or violating their rights;
Teamwork: The ability to work effectively with others in an interdependent way in order to achieve common team objectives;
Embracing change: The ability to be open to changing circumstances, new ideas and opportunities; harnessing change; going with the change rather than against it;
Accountability: Accepting full responsibility for one's own actions, being reliable and taking ownership of job role; accepting the consequences of one's actions without making excuses and/or blaming others.