Job Description

The Office of the CEO within the HSRC is seeking to appoint a suitably qualified Executive Coordinator based at the HSRC's Pretoria office.
The candidate will be responsible for delivering comprehensive, high-level executive support to the CEO, ensuring the seamless operation of the CEO's office. This includes providing exceptional personal and professional assistance, coordinating strategic and operational activities. The incumbent will play a pivotal role in enhancing the efficiency and effectiveness of the CEO's office by managing administrative functions, facilitating stakeholder engagements, and ensuring alignment with the HSRC's strategic and organisational priorities.
Minimum Requirements
Minimum Requirements:

• A relevant degree in Social Sciences, including Administration, Communications, or related fields or any relevant qualification at NQF level 7 as recognised by the South African Qualifications Authority (SAQA).
• A minimum of five (5) years' proven experience as a high-level Executive Assistant, Administrator, or Coordinator.
• High levels of proficiency in English, with excellent written and verbal skills.
• Excellent interpersonal, networking, and communication skills
• Proven proficiency in the use of computer software applications, notably the MS Office suite, electronic mail, diary management and internet.
• The ability to function independently and under pressure.
• High level of integrity and professionalism to liaise with top-level stakeholders and perform duties in a sensitive and confidential manner.
• Excellent time management and prioritisation 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.

Duties & Responsibilities
Key Responsibilities:

• Provide high-level executive support to the CEO and the Office of the CEO (OCEO).
• Coordinate and proactively maintain the CEO's calendar, ensuring optimal prioritisation of commitments in collaboration with the CEO's Office Manager.
• Arrange and coordinate all travel requirements for the CEO and OCEO staff, including itineraries, logistics, and approvals.
• Initiate and manage procurement requests for the Office of the CEO in line with internal processes and compliance requirements.
• Manage logistical arrangements for meetings, events, travel, and accommodation.
• Engage and liaise confidently with a wide range of stakeholders, especially senior executives, on behalf of the CEO.
• Maintain and monitor a dynamic action list, ensuring timely follow-up on tasks delegated by the CEO.
• Liaise with Supply Chain Management (SCM) on financial, procurement, and compliance matters.
• Screen incoming communications in collaboration with the CEO's Office Manager to determine priority and required action.
• Draft, prepare, and edit correspondence, reports, spreadsheets, and other documents for the CEO's review and approval.
• Establish, organise, and maintain robust filing and records management systems.
• Assist in the coordination between the CEO, Divisional Executives, and teams across research and shared services functions.

Skills Required