Job Purpose

The Personal Assistant reports directly to the CEO and works closely with members of the Executive Leadership Team, providing information management support to enhance their effectiveness. The role provides a valuable contribution to transforming the business of the Javett Art Centre at the University of Pretoria (Javett-UP) into a world class leader in Arts and Culture programming. The PA role is highly visible and varied, providing a comprehensive and confidential high level administrative role in support of JAVETT-UP’s mission and vision.

Key Responsibilities

• Support the Executive Office by providing a high standard of personal executive level assistance to meet the needs of the Executive Office’s objectives, including a significant amount of diary management, setting up meetings, hospitality, travel and visa arrangements worldwide.
• Support the Executive Leadership Team, the Board and Board Subcommittees members as required with setting up meetings, drafting agendas, taking minutes at meetings, circulating papers and documents.
• Work closely and provide proactive support to the Executive Leadership Team, including administrative support, travel arrangements, processing expenses, visa applications, welcoming special guests and ensuring the consistent application of all JAVETT-UP policies and procedures.
• Support management in a selection of Governance duties.
• Perform high-level Secretariate duties.
• Process Executive’s diaries and leave requests and absences using JAVETT-UP’s system with high levels of attention to detail.
• Comply with data protection legislation, executive and board level company files and filing (both electronic and hard copy), archiving or disposal of documents when appropriate.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating tele/virtual communications.
• Represents the executive by attending meetings in the executive’s absence as delegated, recording notes for the executive.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff where necessary, following up on results.
• Prepares reports by collecting and analysing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilising filing and retrieval systems; recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

Minimum requirements

• A tertiary qualification in Administration and Management
• 5-year experience in secretariat and PA role
• IT literate with experience of Microsoft Office including Outlook, Word, Excel and Power-point and Google Business Suite.

Required Competencies (Skills, knowledge and behavioural attributes)

• The ability to always maintain confidence and discretion
• Exceptional presentation and communication skills
• Digitally savvy
• Event management experience
• An innovator with the ability to use creativity and initiative to bring fresh ideas
• A team player and able to quickly establish credibility amongst people at all levels both internal and external to JAVETT-UP, across numerous cultures
• An ability to define problems, collect data, establish facts and draw valid conclusions
• Open and collaborative working style; must be comfortable in an environment where ideas are shared and challenged.
• Passion and enthusiasm
• Willingness and ability to travel overseas
• A good understanding of the working social media and virtual meeting platform offerings

Added Advantages and Preferences

• Event management experience
• Knowledge of the Arts and Culture sector