Job Description

Main purpose of the job:

• To provide support to the Executive Director

Location:

• Ezintsha - 32 Princess of Wales Terrace, Parktown - Johannesburg

Key performance areas:

• Pro-active management of the EDs calendar and schedule, including advance briefing on meetings and appointments
• Co-ordination of, and preparation for meetings, and taking of minutes and follow up of actions and outcomes
• Screening of incoming communication, requests and documents, and referring/distributing information as necessary to limit the burden on the ED
• Comprehensive handling of communication on behalf of the CEO in a professional and efficient manner
• Organisation, tracking and briefing of travel arrangements and itineraries
• Managing office administration and operational tasks for the EDs office, including expenses claims
• Providing support to the coordination of organisational level management and strategy meetings
• Liaising with internal and external stakeholders, diplomatically dealing with and screening meeting requests and demands on the EDs time Managing the EDs publication administration, liaison with editors, publication accounts and payments, and publication forms and requirements
• Tracking and referencing publications on EndNote and updating the Eds CV
• Assisting with the production of professional communications including formatting documents and presentations
• Development and maintenance of a document repository for the ED that is easily and constantly accessible and navigable in any location

Required minimum education and training:

• Relevant tertiary Degree preferred
• Valid drivers license

Required minimum work experience:

• Minimum 3 years experience as an Executive Assistant

Desirable additional education, work experience and personal abilities:

• Experience working in an academic, medical and/or HIV research environment
• Exceptional organisational and administrative skills with in-depth knowledge of Microsoft Office
• Able to maintain confidentiality, tact and professionalism at all times
• Able to exercise discretion, initiative, and decision-making
• Must be assertive, confident, proactive and adaptable
• Self-motivated, able to work independently and work as part of a multidisciplinary team
• Own reliable transport would be an advantage

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please take note that the applicants who do not adhere to the above requirements will not be considered for the respective position.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate to accept the new POPIA terms and conditions. This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL. However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market.
• The closing date for all applications: 27 February 2025.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ Personnel is only responsible for the advertising and response handling of the advertisement on behalf of their client Wits Health Consortium.
• AJ Personnel does not have any salary or other information regarding the position.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks from the closing date can consider their application to be unsuccessful.

AJ Personnel