Job title: Executive Personal Assistant
Type: Permanent ☒ Fixed Term ☐ Temporary ☐
Main purpose of the job:
To work closely with the Director to provide support in dealing with the
secretarial and administration of the day-to-day operations. Acting as the first
point of contact and assist with general queries and office administration.
Location: 22 Esselen street, HIllbrow.
Closing date: 27 January 2025
Submit detailed CV to: vacancy23@wrhi.ac.za
Advert reference number: NQM001-2025
In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants
from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments
thereto
We’re looking for a mature, highly organized individual, who loves planning, has meticulous attention to detail
and who wants to be part of a highly dynamic, internationally recognized team.
Key performance areas
Support the Director with Administration:
• Diary Management inclusive of coordinating and scheduling appointments and meetings, recording
of events and meetings;
• Assist with Stakeholder management such as implementation of high level visits, inclusive of training
and meeting coordination
• Document preparation and file management e.g. CV, professional registration and insurances
• Monitoring of office suppliers for the Director, and ordering replacements (including all IT equipment)
• Data collection and report preparation
Financial Administration:
• Conduct credit card reconciliation timeously, ensuring adequate funds are available at all times.
• Process payment requisitions
• Track expense claims to completion
Travel Coordination:
• Book, coordinate and confirm travel arrangements (flights, accommodation and transport).
• Research travel destinations and ensure that Director is aware on any new development and / or
requirements with regard to travel ie Vaccinations etc
• Prepare itinerary and travel information as required.
• Ensure that per diems are processed timeously for each trip planned
• Process travel expense claims.
Effective Self-Management
• Take ownership and accountability for tasks and demonstrates effective self-management.
• Follow through to ensure that quality and productivity standards of own work are consistently and
accurately maintained.
• Maintain a positive attitude and respond openly to feedback.
• Take ownership for driving own career development by participating in on-going training and
development activities such as forums, conferences, policy setting workshops etc.
Required minimum education and training
• Relevant Degree/Diploma, preferably in Business Administration
• Exceptional organizational and administrative skills
• Must have good working knowledge of Microsoft Office
Desirable additional education, work experience and personal abilities
• Confidentiality, tact, and discretion must be maintained at all times.
• Able to exercise discretion, high levels of initiative and independent decision-making.
• Ability to manage self and prioritize own workload.
• Excellent communication skills (both written and oral) and the ability to establish and maintain
effective working relationships with other Executives, managers, staff, and external customers such as
vendors and suppliers.
Required minimum work experience
• Minimum 5 years’ experience
Application
Should you be interested in applying for this vacancy, please send an email to vacancy23@wrhi.ac.za. The
subject heading of the email must read NQM001-2025 and the job title of position applying for. Please include
the following documentation:
• A cover letter (maximum one page) that clearly states which vacancy you are applying for
• A detailed CV
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