Executive Assistant - Wits Ezintsha

JustTheJob.co.za; Johannesburg; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A health research organization in Johannesburg seeks an experienced Executive Assistant to provide essential support to their Executive Director. The ideal candidate will have over three years of experience in a similar role, exceptional organisational and administrative skills, and proficiency in Microsoft Office. Responsibilities include managing the ED's schedule, coordinating meetings, handling communication, and managing office tasks. This role contributes to advancing public health initiatives. Interested applicants should apply before the 27th of February, 2025.

Qualifications

• Minimum 3 years’ experience as an Executive Assistant.
• Valid driver’s licence.
• Experience in an academic or medical research environment is desirable.

Responsibilities

• Manage the Executive Director’s calendar and schedule.
• Coordinate and prepare for meetings, take minutes and follow-up.
• Handle communication on behalf of the CEO professionally.
• Track and manage travel arrangements.
• Manage office administration and operational tasks.

Skills

Organisational skills

Administrative skills

Microsoft Office

Communication

Confidentiality

Decision-making

Education

Relevant tertiary degree

Job description

Executive Assistant - Wits Ezintsha - Parktown

The Executive Assistant's main purpose of the job will be to provide support to the Executive Director.

Wits Ezintsha’s vision is to solve health challenges throughout Africa and across the globe, through frugal innovation, science, and uninhibited creativity in the health care space. Their mission is to be one of the leading Clinical and Medical Technologies Research houses in Africa, addressing pressing public health issues such as HIV, TB, Diabetes, Vaccinology, and other chronic illnesses and conditions.

Location: Ezintsha - 32 Princess of Wales Terrace, Parktown

Key Performance Areas

• Pro active management of the Executive Director’s 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 ED’s office, including expense 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 ED’s time.
• Managing the ED’s publication administration, liaison with editors, publication accounts and payments, and publication forms and requirements.
• Tracking and referencing publications on EndNote and updating the ED’s 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 driver’s licence.

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 as part of a multidisciplinary team.
• Having reliable transport would be an advantage.

To Apply

Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed, updated CV via our online application portal.

Applicants who do not meet the criteria will not be considered for the position. Wits Health Consortium will only respond to shortlisted candidates. Candidates who have not been contacted within two weeks of the closing date may consider their applications unsuccessful.

Closing date: 27 February 2025

No CV will be accepted after the closing date.

Employment Equity Statement

Wits Health Consortium, in accordance with its 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.

For more information, please contact:
Amanda Celliers