Personal Assistant To The Vice-Chancellor

University Of Cape Town; Cape Town; On-site; ZAR 500 000 - 700 000; Full time

Job summary

A leading higher education institution is seeking a Personal Assistant to the Vice-Chancellor in Cape Town. This key role involves providing high-level administrative support, managing the VC's diary, and coordinating travel arrangements. Candidates should have at least 10 years of experience in a similar high-paced role, exceptional communication skills, and proficiency in Microsoft Office and Google Suite. The position requires flexibility and professionalism, contributing significantly to the VC’s operational priorities.

Qualifications

• At least 10 years of recent, relevant professional experience providing high-level administrative support.
• Demonstrated experience coordinating international travel and complex logistics.
• Excellent interpersonal, verbal, and written communication skills.

Responsibilities

• Provide dedicated executive and administrative support to the Vice-Chancellor.
• Manage and maintain the VC’s diary, prioritising commitments.
• Organise activities in the VC’s office for efficient information flow.

Skills

Organisational skills

Problem-solving skills

Communication skills

Diplomacy

Attention to detail

Education

Relevant qualification of at least NQF 6

Tools

Microsoft Office

Google Suite

Job description

PERSONAL ASSISTANT (PA) to the Vice-Chancellor (VC) (Payclass 09, Permanent)

Applications are invited for the position of Personal Assistant to the Vice‑Chancellor (VC). This is a key position in the Office of the Vice‑Chancellor, providing high-level executive and administrative support to the University’s most senior executive leader.

The role is critical to supporting the VC’s leadership, enabling effective decision‑making, and contributing to the professional functioning of the OVC. The incumbent will serve as a trusted point of contact for a wide range of internal and external stakeholders, exercising diplomacy, discretion, and judgment in managing the complex demands of the VC’s office. This includes ensuring the efficient flow of information, coordinating engagements, and maintaining the highest standards of professionalism and confidentiality.

Requirements

• A relevant qualification of at least NQF 6
• At least 10 years of recent, relevant professional experience providing high‑level executive administrative support in a fast‑paced office environment, effectively balancing competing priorities
• Demonstrated experience coordinating international travel and complex logistics
• Strong organisational, planning, and problem‑solving skills with the ability to manage multiple assignments and meet tight deadlines with accuracy
• Demonstrated computer literacy in Microsoft Office (advanced Word; intermediate Excel and PowerPoint)
• Excellent interpersonal, verbal, and written communication skills, with the ability to engage professionally with a range of diverse stakeholders, students, and public figures
• Demonstrated ability to work independently, exercise initiative, maintain confidentiality, and work effectively as part of a team in a complex environment
• High levels of professionalism, client‑service orientation, stress tolerance, and attention to detail
• Flexibility to work outside standard office hours and travel nationally or internationally as required, supporting the Vice‑Chancellor’s engagements

Advantageous

• Knowledge of academic processes and governance in a higher‑education institution
• Prior experience as a Personal Assistant to an executive leader in a university or a similarly complex organisation
• Experience with productivity tools such as Google Suite

Responsibilities

• Provide dedicated executive and administrative support to the Vice‑Chancellor, ensuring the smooth running of the office
• Manage and maintain the VC’s diary, prioritising commitments and ensuring timely preparation of documentation and briefing materials
• Organise activities in the VC’s office so that it functions as an efficient hub for information and documentation flow between the VC’s office and other internal and external offices
• Coordinate local and international travel arrangements, itineraries, and logistics, including flights, transport, accommodation, and special events
• Draft, edit, and proofread correspondence, agendas, minutes, and reports; track actions and follow up on decisions
• Act as a professional liaison with internal and external stakeholders, exercising diplomacy and discretion
• Organise and service meetings, events, and special projects in support of the VC’s strategic and operational priorities
• Assist with financial processes linked to the VC’s operational, discretionary, and project budgets
• Contribute to the effectiveness and professionalism of the Office of the Vice‑Chancellor as part of the executive support team
• Build strong internal and external relationships to promote collaboration and maintain a professional image
• Respond efficiently to queries and requests, ensuring issues are addressed proactively and time‑wise

Annual cost of employment, including benefits, is between R and R.

To apply, please visit the UCT Jobs Site.

Application Process

Internal and External Applicants should create a candidate profile and submit the application.

Application Requirements

• A letter of motivation, highlighting and addressing your qualifications and relevant experience
• Curriculum Vitae (CV) with 3 contactable referees, including your most recent line manager, if possible (Shortlisted candidates may be required to undergo competency and pre‑placement‑medical assessments)

References may be requested by UCT at any stage of the selection process.

Any enquiries around the application process should be addressed to Ms Abigail Dixon.

Closing date: 17 October.

UCT is a designated employer and is committed to the pursuit of excellence, diversity and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets.

Preference will be given to candidates from the under‑represented designated groups.

Our Employment Equity Policy is available at UCT. UCT reserves the right not to appoint.