Exec Assistant to Exec Manager

Council for Scientific and Industrial Research (CSIR); Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading scientific research organization in Pretoria is seeking an Executive Assistant to provide essential support to the Executive Manager. This role involves managing the Executive’s office, handling correspondence, and coordinating travel arrangements. The ideal candidate must have a National Diploma in administration, at least five years of experience in a similar role, and possess excellent communication, problem-solving, and organizational skills. The CSIR is dedicated to promoting equal opportunities.

Qualifications

• At least five years working experience as a Personal Assistant to a Senior Manager or Executive.
• Ability to prioritize and adapt to changing priorities.
• High level of autonomy and ability to handle sensitive information discreetly.

Responsibilities

• Manage the Executive’s office and diary effectively.
• Prepare written responses for the Executive’s approval.
• Handle internal and external events, including travel arrangements.

Skills

Communication and writing skills

Conflict handling skills

Problem solving skills

Self-management skills

Advanced computer skills (MS Office)

Good numerical skills

Education

National Diploma in administration

Bachelor’s degree

Tools

MS Office

Job description

The Council for Scientific and Industrial Research (CSIR) is a leading scientific and technology research organization that researches, develops, localises and diffuses technologies to accelerate socio-economic prosperity in South Africa. The organization’s work contributes to industrial development and supports a capable state. The CSIR has a vacancy for an Executive Assistant to Executive Manager in the Business Development and Commercialisation department. This position is based in Pretoria.

Executive Assistant

About The Job

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.

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 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. This includes 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 Bachelor’s degree will be advantageous.
• Must have the ability to prioritise;
• Must be flexible, be able to adapt and change of 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;
• The following skills are essential:
  • 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.

Application Notes

PLEASE NOTE THAT FEEDBACK WILL BE GIVEN TO SHORTLISTED CANDIDATES ONLY.

For more info, please email us at [e-mail]. Please do not send your application to this mailbox, it is only for inquiries.

The CSIR is an equal opportunity employer. As such, it is committed to the Employment Equity Act and will through the filling of this vacancy, give preference to candidates from designated groups in terms of the Employment Equity Act. By applying for this position at the CSIR, the applicant understands, and agrees that the CSIR may solicit a credit and criminal report from registered credit bureau and/or South African Police Services (in relation to positions that requires trust and honesty and/or entail the handling of cash or finances), and may also verify the applicant’s educational qualification and employment history. The CSIR reserves the right to remove the advertisement at any time before the stated closing date and it further reserves the right not to appoint if a suitable candidate is not identified.