Personal Assistant to the Dean

Stellenbosch University; Stellenbosch; Sur place; ZAR 380 000 - 520 000; Plein temps

Résumé du poste

Stellenbosch University seeks a proactive Personal Assistant to the Dean to provide executive support in a busy academic environment. The role requires coordinating the Dean's Office, minute-taking, document preparation, travel planning, and liaison with internal and external stakeholders.

Minimum qualifications include a post-school qualification (NQF Level 6+) and at least five years of senior administrative support experience.

Qualifications

• Proven experience providing executive, secretarial and administrative support.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and related information systems.

Responsabilités

• Manage the Dean's diary and schedule appointments, meetings, and engagements.
• Coordinate diaries for Vice-Deans as relevant and handle meeting logistics.
• Arrange domestic and international travel and accommodation for the Dean.
• Draft correspondence and documents for the Dean's approval and signature.
• Take minutes and follow up on decisions and actions to closure.
• Serve as primary contact for the Dean's Office and manage the generic email.
• Provide secretariat support to Dean's Office meetings and coordinate events.
• Process requisitions and procurement on the University financial system.
• Maintain confidentiality and handle sensitive information with discretion.

Formation

Diploma or Bachelor’s degree (NQF Level 6+)

Outils

Microsoft Office

Teams

Description du poste

Personal Assistant to the Dean (Post Level 9)

Department Description/Departement Beskrywing

Faculty of AgriSciences

Dean's Division

Personal Assistant to the Dean (Post Level 9)

(Stellenbosch Campus)

REF. AW00/323/1026

The Faculty of AgriSciences at Stellenbosch University (SU) is a research-intensive agricultural faculty operating at the intersection of food security, climate resilience and sustainable resource management. Within its Faculty of the Future strategy, the Faculty integrates multidisciplinary teaching, applied research and industry partnerships across the agricultural value chain.

The position requires a proactive and highly organised executive support professional who can coordinate the activities of the Dean's Office in a complex academic environment. The incumbent will provide executive, secretarial, and administrative support primarily to the Dean and, on an ad hoc basis, to the Vice-Deans and Faculty Manager. Serving as a key liaison between the Dean, Faculty leadership, academic and professional staff, students, and external stakeholders, the incumbent will ensure effective communication, coordination, and follow-through on strategic and operational matters. The incumbent will be expected to exercise sound judgement, maintain confidentiality, and facilitate the integration of specialist advice and stakeholder input to support informed decision-making and the achievement of Faculty objectives.

The Incumbent's Responsibilities Will Include

• Managing the Dean's diary, including planning and scheduling appointments, meetings and engagements in alignment with the SU almanac and the Faculty Year Calendar, and exercising judgement in prioritising competing demands on the Dean's time.
• Managing the Vice-Deans' diaries where relevant to their roles.
• Managing meeting logistics for the Dean and Vice-Deans, including sending invitations, preparing agendas, sourcing background documents, booking venues, arranging catering and taking minutes where required.
• Making domestic and international travel and accommodation arrangements for the Dean, including flights, transfers and itineraries.
• Drafting correspondence, memoranda and other documents for the Dean's approval and signature, and ensuring that all documentation presented to the Dean for signature is accurate, complete and in order.
• Tracking matters requiring the Dean's decision, attention or follow-up, and taking these to closure.
• Serving as the first point of contact for the Dean's Office: receiving students, staff, parents and external visitors professionally, and handling enquiries by telephone, email or in person.
• Monitoring and managing the generic email address of the Dean's Office.
• Maintaining and updating key Faculty documents and information, and handling administrative tasks received from other SU units, as required.
• Providing secretariat support to meetings convened by or on behalf of the Dean: arranging meeting times, booking venues, requesting agenda items, compiling agendas and addenda, circulating documents, taking minutes, and following up on decisions and allocated tasks to closure.
• Coordinating the logistics of events and functions hosted by the Dean's Office, managing bookings and related requirements for the Faculty's committee room, and procuring supplies for the Dean's Division.
• Processing financial requisitions and procurement for the Dean's Office on the University's financial system, obtaining quotations, maintaining supporting documentation, and submitting transactions for approval in accordance with the University's financial policy and delegations of authority.
• Maintaining confidentiality and handling all sensitive information with discretion.

Applicants Must Meet The Following Minimum Requirements

• A relevant post-school qualification at NQF Level 6 or higher, for example a three-year diploma or a bachelor's degree.
• At least five years' proven experience in providing executive, secretarial, and administrative support to a senior leader, within:
• a higher education institution, or
• a large corporate or public-sector organisation, or
• a complex, multi stakeholder operating environment.
• Proficiency in using diverse and complex information systems to support administrative, operational, and financial processes.
• Proven proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams).
• Excellent written and verbal communication skills.
• Demonstrated ability to engage professionally with clients and stakeholders, ensuring a high standard of service delivery and effective relationship management.
• Proven ability to take accurate minutes and prepare professional documentation within required timeframes.
• Demonstrated ability to work independently, exercise sound judgement, and take initiative in a complex environment.
• The ability to function under pressure without compromising accuracy.
• Discretion and the ability to respect and maintain confidentiality at all times.
• The ability to perform effectively under pressure while maintaining a high degree of accuracy and attention to detail.
• Excellent organisational, planning, and time-management skills, with the ability to manage competing priorities and meet deadlines.
• Demonstrated discretion, professionalism, and the ability to handle sensitive and confidential information at all times.

Recommendation/Aanbeveling

• None.

The University is committed to employment equity (EE), and appointments will be made in line with the institutional EE Plan.

Stellenbosch University reserves the right not to make an appointment.

Your application, comprising a comprehensive curriculum vitae (including the names and email addresses of at least three references), must reach the University before or on the closing date in the advertisement.

The University reserves the right to investigate qualifications and conduct background checks on all candidates.

If you have received no feedback from the University after four to six weeks of the closing date, kindly accept that your application was unsuccessful.

Enquiries about this post: Ms Candice Kenny on 021 808 3897, or at [e-mail]

Enquiries about remuneration/benefits and technical assistance with the electronic application process: Human Resources Client Services Centre, on 021 808 2753 (Stellenbosch), or 021 938 9636 (Tygerberg), or at [e-mail]

Currency Commencement Date01-Jan-2027 Closing Date05-Nov-2026 Amount of Travel Work At Home