Western Cape: Executive Personal Assistant posted by University of Cape Town Lung Institute (Pty) Ltd

About the Role

The University of Cape Town Lung Institute (Pty) Ltd is seeking an experienced and highly skilled Executive Personal Assistant to join their team. As a key member of the MD’s support staff, you will be responsible for providing administrative support, coordinating events, and maintaining confidentiality in a fast-paced environment.

Key Responsibilities

• Organize and maintain diaries and make appointments
• Assist with MD’s email correspondence
• Manage MD’s electronic calendar
• Coordinate 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 is well prepared for meetings (i.e. assist with communication and scheduling, catering of meetings)
• Deal with and distribute incoming emails, faxes and post, often corresponding on behalf of MD and other staff members
• 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.

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)

Qualifications

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

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