Executive Personal Assistant

SUMMARY:
The University of Cape Town Lung Institute (www.lunginstitute.co.za), requires applications for an experienced EXECUTIVE ASSISTANT* who is proactive and able to work in a fast-paced, deadline-driven environment.
 
The successful candidate must be highly organised and detail-oriented and will assist and provide secretarial assistance to the Managing Director, Chief Financial Officer and Chief Operating Officer.

POSITION INFO:
Minimum Requirements:

• Grade 12 / Matric equivalent
• Post Matric qualification in either Business Administration or secretarial and Office Management Diploma or equivalent (Other University graduates with management experience may be considered)
• 3 – 5 years’ experience as an executive level assistant; preferably in an educational/medical institution
• Advanced Computer Literacy (MS Office, internet browsers and web applications)
• Strong organizational, co-ordination and administrative skills
• Excellent communication and interpersonal skills
• Proactive and ability to work well under pressure and in a fast-paced environment.

• Ability to use discretion and maintain confidentiality.
• Able to work autonomously.

• Valid GCP Certificate (advantageous)
• Valid Driver’s License

• Organize and maintain diaries and make appointments
• Assist with MD’s email correspondence
• Manage MD, CFO and COO’s electronic calendar
• Co-ordinate local, national and international teleconferences/conferences
• Screen phone calls, enquiries and requests (often managing them in the absence of MD by delegating to relevant doctors or staff)
• Assist with publication of journals and website searches
• Work closely with Finance Manager and Unit Heads
• Arrange staff meetings and manage minutes.
• Produce PowerPoint presentations and posters
• Assist with liaising and correspondence with international, national and internal committees, advisory boards and societies
• Screen and receive visitors of all levels of institutions, universities, hospitals, pharmaceutical companies, both locally, nationally and internationally
• Organize and set up meetings to ensure the MD/CFO/COO are well prepared for meetings (i.e. assist with communication and scheduling, catering of meetings)
• Schedule visits for monitors and statutory inspections
• Dictaphone typing up, scanning of various documents, papers, reports etc.
• Manage billings
• Liaise with clients, suppliers and other staff with respect to the purchase of various office equipment, stationary, office furniture, computer equipment etc.
• Assist with travel arrangements for MD (both national and international) i.e. correspondence in setting up itineraries, flight bookings, insurance, VISA and passport applications and collections.
• Assist with arranging events for the Institute
• Managing cleaning staff and order cleaning consumables
• Ensure the operational and functional needs are met in terms of IT, telephone, furniture and other related requests.
• Deal with equipment repair technicians and IT technicians

• This position will be based in Mowbray, Cape Town.
• 12-month Fixed Term Contract
• Working Hours - 40 hours per week