Exec Assistant To Exec Manager

Council For Scientific And Industrial Research; Pretoria; On-site; ZAR 250 000 - 350 000; Full time

Job summary

A leading research organization is seeking an Executive Assistant to support the Executive Manager in Pretoria. The ideal candidate will possess strong prioritization skills and the ability to handle confidential information. Responsibilities include managing correspondence, scheduling, and organizing events and travel. Applicants should have a National Diploma and at least five years of relevant experience. This position demands professionalism, adaptability, and strong communication skills in a dynamic environment.

Qualifications

• At least five years working experience as a Personal Assistant to a Senior Manager or Executive.
• Ability to handle sensitive information discreetly.
• Professional, self-motivated, and organized.

Responsibilities

• Prepare written responses for the Executive's approval.
• Handle all incoming calls efficiently.
• Coordinate and manage the Executive's diary.

Skills

Ability to prioritize

Flexibility and adaptability

Communication skills

Problem solving skills

Advanced computer skills (MS Office)

Attention to detail

Education

National Diploma or equivalent SAQA level qualification in administration

Bachelor's degree

Tools

MS Office (including Excel and PowerPoint)

Job description

Job title : Exec Assistant to Exec Manager

Job Location

Gauteng, Pretoria

Deadline : December 15

About the job

The CSIR has a vacancy for an Executive Assistant in the Business Development and Commercialisation department.

The incumbent will manage the Executive's office effectively and offer the level of support required, enabling the Executive to perform at his full potential and focus on strategic matters.

The ideal candidate must have the ability to prioritise and remain focused under pressure, display evidence of working independently and maintaining confidentiality is an absolute fundamental requirement.

This position is based in Pretoria.

Key Responsibilities

• Prepare written responses to incoming correspondence for the Executive's approval and signature.
• Handle all incoming calls effectively and efficiently.
• Eloquently express the Executive's requirements / instructions to other staff members.
• Manage internal and external events, local and overseas travel arrangements under the broad direction of the Executive.
• Coordinate and manage the Executive's diary effectively ensuring that his time is used effectively and he is briefed appropriately regarding the agenda for meetings.
• Sourcing background information from previous meetings.
• Follow up on actions emanating from meetings on behalf of the Executive.
• Structure agendas and take minutes at meetings with minimum guidance from the Executive.
• Maintain and update a stakeholder engagement database for the Executive.
• Track follow-ups and commitments from meetings and other engagements.
• Support both virtual and in-person meetings.
• Type, format / edit documents and prepare presentations.
• Prioritise outputs according to the Executive's needs.
• Purchase necessities for the office.

Qualifications, skills and experience

• A National Diploma or equivalent SAQA level qualification in administration with at least five years working experience as a Personal Assistant to a Senior Manager or Executive.
• A Bachelors degree will be advantageous.
• Must have the ability to prioritise.
• Must be flexible, be able to adapt and change responsiveness in an atmosphere of constantly shifting priorities.
• Must be able to work independently with a high level of autonomy.
• Must be professional, self‑motivated, organised and proactive.
• Must have the ability to handle sensitive / confidential information discreetly; Must have stakeholder relations.
• Communication and writing skills.
• Conflict handling skills.
• Problem solving skills.
• Self‑management skills (positive attitude and behaviour, reliability, accountability and self‑sufficiency).
• Advanced computer skills (MS Office (including Excel and Powerpoint), Internet, IT literacy).
• Good numerical skills and attention to detail.
• Must be a self‑starter and be able to work well under pressure.