Action Appointments: Personal Assistant to Chief Executive Officer (HEAIDS)

Action Appointments
Opportunity closing date: 
Monday, 23 September, 2019
Opportunity type: 
Employment

The Higher Education and Training Health, Wellness and Development Centre, HEAIDS, is a non-profit company under the leadership of the Department of Higher Education and Training. HEAIDS works in partnership with Universities South Africa (USAf) and the South African College Principals Organisation (SACPO). The organisation is a national force for youth development, inspiring and enabling students to safeguard their health and wellbeing, and pursue opportunities for personal growth and social responsibility.

Based in Johannesburg, The Higher Education and Training Health, Wellness and Development Centre, (HEAIDS) seeks to fill the following position:
 
PERSONAL ASSISTANT TO CHIEF EXECUTIVE OFFICER

The Personal Assistant will work directly with and provide high quality executive personal assistance and administrative support to the Chief Executive Officer. The incumbent must be highly professional and can multi-task short and long-term projects. Ensuring all secretarial duties are fulfilled and professionally delivered.

Key responsibilities for this exciting position include:

  • Completing a broad variety of administrative tasks for the Chief Executive Officer’s Office including managing an extremely active calendar of appointments and composing and preparing correspondence that is sometimes confidential
  • Attending meetings with Chief Executive Officer for minute taking and distribution internally and externally
  • Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel related meetings
  • Planning, coordinating and ensuring the Chief Executive Officer’s schedule is followed and respected
  • Maintaining stakeholder data sheet
  • Communicating directly, and on behalf of the Chief Executive Officer, with staff, donors and other stakeholders, on matters related to Chief Executive Officer’s programmatic initiatives
  • Ensuring necessary records are maintained that readily provide current, accurate, filed and accessible information
  • Board governance: ensuring board packs and technical advisory committee logistics are arranged timeously
  • Researching, prioritizing, and following up on incoming issues and concerns addressed to the Chief Executive Officer and determining appropriate course of action, referral, or response
  • Providing a bridge for smooth communication between the Chief Executive Officer’s Office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Prioritizing conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion often with deadline pressures
  • Supporting and Liaising: Serving as the Chief Executive Officer’s administrative liaison to HEAID’s staff and relevant stakeholders
  • Maintaining discretion and confidentiality in relationships with all stakeholders
  • Communications, Partnerships, and Outreach:  Editing and completing first drafts for written communications to external stakeholders
  • Promoting relationship with national, continental and international partners

The Personal Assistant to the Chief Executive Officer must possess and be able to demonstrate:

  • 4- 5 years relevant industry experience in executive personal assistance
  • Secretarial/Administration Diploma or Degree 
  • Must have a valid driver’s license
  • Must have own transport
  • Proficient computer literacy with advanced levels in MS Word, Excel, Power point and Outlook – Certificate in MS Office or Communications is an advantage
  • Strong coordination and people management skills
  • Strong communication, analytical and problem-solving skills 
  • Good administrative skills
  • Excellent multi-tasking, time and stress management skills
  • Proficiency in English

View the full job description and application instructions on the Vacancies page at www.actionappointments.co.za and email your application by Monday, 23rd September 2019 to tracy@actionappointments.co.za

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