Job Description

EXECUTIVE SECRETARY.4.05 - JHBQUALIFICATIONS AND REQUIREMENTS:A National Senior Certificate or equivalent is essential, and a Degree qualification would be recommended.Additional certification or specialized training in office administration or business-related fields would be beneficial.5 years previous experience as an executive assistant or in a similar administrative role is essentialDUTIES:Managing Calendars: Responsible for managing the Deanxe2x80x99s calendars, scheduling meetings, and coordinating appointments. The incumbent should be efficient in prioritizing conflicting requests and ensuring that the Dean's time is optimized.Screening Calls and Emails: Act as gatekeeper, screening, and prioritizing phone calls and emails on behalf of the Dean. Handle routine inquiries and provide timely and accurate responses, while relaying urgent matters to the Dean.Travel Arrangements: Responsible for making travel arrangements, including booking flights, hotels, transportation, and preparing travel itineraries. Ensure that all arrangements are well-coordinated and aligned with the Dean's preferences and schedules.Meeting Coordination: Schedule and organize meetings, both internally and externally. Manage meeting logistics, prepare meeting agendas, take minutes if required, and proactively follow up on action items and deliverables.Document Preparation: Assist in the preparation and editing of reports, presentations, and other documents as needed. Ensure that all materials are accurate, well-formatted, and delivered in a timely manner.Maintenance of Filing Systems: Maintain and organize electronic and hard copy filing systems, ensuring that documents and records are properly organized, accessible, and up to- date.Relationship Management: Serve as the key point of contact for the Dean, maintaining strong relationships with internal and external stakeholders. In particular, the incumbent will serve as the conduit between the Faculty and the Industrial Advisory Board. Incumbent should be able to handle sensitive and confidential information with discretion and professionalism.Information Gathering: Compile information on various topics to support decision-making processes or to provide background information on relevant matters.Budget Management: May assist in budget preparation and monitoring, tracking expenses, processing invoices, and providing financial reporting as needed, particularly as it pertains to the Deanxe2x80x99s office.Office Administration: Handle general administrative tasks such as ordering office supplies, coordinating maintenance and repairs, and maintaining inventories.CORE COMPETENCIES AND SKILLS:Strong organizational and time management skills.Excellent verbal and written communication skills.High attention to detail.Proficiency with office productivity software (e.g. Microsoft Office, Google Suite).Ability to handle multiple tasks and prioritize effectively.Discretion and confidentiality in handling sensitive information.Excellent problem-solving and decision-making abilities.Strong interpersonal skills and the ability to work well with diverse teams.Flexibility and adaptability in a fast-paced work environment.Professional demeanor and appearance.Enquiries: Professor T. Majozi; The Executive Dean of the Faculty of Engineering & the Built Environment: E-mail: Thokozani.Majozi@wits.ac.za or telephone: +27 (011) 717 7011.Detailed DescriptionJob RequirementsAdditional DetailsHow To ApplyTo Apply: Please submit a covering letter of motivation, a detailed CV with names and current e-mail addresses and contact numbers of (3) three referees, certified copies of qualifications, academic transcripts, and South African ID and/or (copy of Passport if not a South African Citizen). External applicants are invited to apply by registering on the Wits i-Recruitment platform located at https://irec.wits.ac.za Internal employees may apply directly on Oracle Self-Service on the Wits Intranet by selecting xe2x80x98xe2x80x99Apply for a jobxe2x80x99xe2x80x99.Closing date: 03 October 2023Please note that given the thrust of the Universityxe2x80x99s strategic plan on transformation, preference may be given to appointable applicants from the under-represented designated groups in terms of the relevant employment equity plans and policies of the University.The University reserves the right to verify all information provided by candidates and to verify credit rating. Please note that correspondence will only be entered into with the shortlisted candidates . The University reserves the right not to make an appointment or to re-advertise.Minimum SalaryCurrencyAmount of TravelWork At Home

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