Executive Secretary Chief Information Officer(CIO)

Nelson Mandela University; Gqeberha; On-site; ZAR 600 000 - 750 000; Full time

Job summary

A South African University is seeking a qualified individual to provide high-quality secretarial support and effective financial administration for the office of the CIO. The ideal candidate will have strong interpersonal and organizational skills, with a Matric qualification and 2-5 years of relevant experience. Responsibilities include managing diaries, handling inquiries, and supporting executive management in scheduling and administrative tasks.

Qualifications

• At least 2-5 years of relevant working experience.
• Ability to maintain confidentiality.

Responsibilities

• Manage and provide secretarial service in the office of the CIO.
• Conduct research tasks and process internal print requests.
• Support Executive Management offices as needed.
• Coordinate, file, and track financial transactions.

Skills

Administrative knowledge

Analytical skills

Interpersonal skills

Initiative and independence

Written and oral communication

Minute/note taking

Telephone etiquette

Project administration

Microsoft Office proficiency

Organizational skills

Education

Matric (Grade 12)

Job description

Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan.

CORE PURPOSE OF JOB

• To manage and provide a high quality secretarial service within the office of the CIO and the NMU.
• To manage and ensure effective financial administration within the office of the CIO.
• To provide a professional service to internal staff, Stakeholder as well as to the public.
• To manage and provide an efficient and effective administration support service within the office of the DVC: People and Operations when required.

KEY PERFORMANCE AREAS

• Manage the electronic diaries of the CIO.
• Screen calls and handle general enquiries about payments, travel, reimbursements, and refunds.
• Conduct basic research tasks for department managers and process internal print requests.
• Order stationery and refreshments as needed.
• Arrange meetings with stakeholders (internal and external), take minutes when required, and maintain committee correspondence.
• Organise local and international travel and provide administrative support to CIO and ICT Services.
• Support Executive Management offices as needed.
• Co‑ordinate, process, file, and track financial transactions; monitor and consolidate the budget, including capturing and reporting.
• Manage staff access to ITS systems.
• Ensure all meetings are scheduled appropriately and circulate MANCO documentation for stakeholder input.
• Provide documents for meetings to CIO & Directors as necessary and arrange board meeting travel.
• Assist Directors with ad hoc requests and coordinate events, including booking venues, refreshments, and handling RSVPs.
• Communicate with stakeholders via phone and in person, follow up on requests, and arrange telecom/video conferences.

CORE COMPETENCIES

Key Skills And Competencies

• Have appropriate knowledge and experience of an administration system.
• Possess good analytical skills and have excellent interpersonal skills.
• Ability to use own initiative, work independently and maintain confidentiality.
• Have strong written and oral communication skills.
• Provide minute/note taking at meetings when required.
• Excellent telephone etiquette.
• Adherence to the values of Nelson Mandela University.
• Have a good understanding of project administration and applicable software.
• Possess a thorough knowledge of Microsoft Office and excellent typing skills.
• Have appropriate knowledge and experience in office administration functions.
• Possess outstanding organisational skills.

Requirements

• In order to be considered for appointment, candidates must possess a Matric (Grade 12) as well as at least two to five (2-5) years’ relevant and / or working experience in which competency has been gained.

ADDITIONAL INFORMATION e.g. contact person and telephone number, e-mail; etc.

• Cover letter.
• Equity targeted groups to be specified on the advert.