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Executive Assistant to Executive Director


The CSIR (Council for Scientific and Industrial Research) is a leading scientific and technology research organisation, implementing projects throughout Africa and making a difference in people’s lives.
Executive Assistant to Executive Director
About the job:
CSIR Modelling and Digital Science (MDS) unit has a vacancy for an Executive Assistantto the Executive Director. MDS focuses on advanced mathematical modelling (AMM), information security (IS) and hosting mobile intelligent autonomous systems (MIAS). The unit assists in the CSIR’s drive to strengthen science, engineering and technology (SET) outputs; develops human capital; and invests in emerging research areas (ERA), including nanotechnology, synthetic biology and mobile intelligent autonomous systems. This position is based in Pretoria.
Key responsibilities:
Office management:
  • Coordinate and manage the Executive Director’s diary.
  • Effective electronic and manual filing of documents.
  • Ensure proper maintenance of records and easy retrieval of documents.
  • Receive and dispatch documentation and keep a register for in and out post.
  • Screen incoming material and respond in the Executive Director’s absence when necessary.
  • Assist in prioritising tasks and take proactive responsibility for relevant actions.
  • Type and prepare various documents accurately and timeously in accordance with the specific requirements.
  • Draft correspondence, proofread and edit documents when necessary on behalf of the Executive Director.
  • Perform quality checks on all documentation for the Executive Director’s signature to ensure a high standard of outgoing documentation to clients and staff.
  • Work closely with the Unit Management Team and forming solid professional relationships.
  • Ensure and promote a professional, friendly and informed first point of contact between the Executive Director and his staff, clients and stakeholders.
  • Manage the Executive Director’s office in his/her absence.
Information sourcing and procurement:
  • Facilitate the procurement of equipment and office suppliers.
  • Perform information searches on the Internet and relevant books, journals and magazines in accordance with requirements.
Meeting and event management:
  • Arrange events (internal and external) under the broad direction of the Executive Director.
  • Organise meetings and events such as workshops, strategy sessions and ad hoc visits when needed.
  • Confirm arrangements for meetings and ensure that the Executive Director is briefed appropriately regarding the agenda for the meetings.
  • Follow up on actions emanating from meetings on behalf of the Executive Director.
  • Coordinate travel arrangements of the Executive Director as required.
Drafting agenda/minute taking:
  • Responsible for the arrangement of management team meetings (i.e., draft and distribute minutes, agendas and necessary presentation material in advance to ensure proper preparation).
General secretarial support:
  • Ensure effective functioning of the office with regards to equipment, stationery and maintenance of building.
  • Ensure that the office is in a position to function effectively on a day-to-day basis.
  • Actively support good contact with senior stakeholders internally and externally.
  • Maintain the daily update of a fully functional filing system where documents and reference materials can be retrieved timeously.
Qualifications, skills and experience:
  • A minimum of a national diploma in office management and technology, business administration or public management. A Bachelor’s degree will be preferred.
  • Minimum of five years’ relevant experience in offering support at the Executive level would be a strong recommendation.
  • Proficient in written and spoken English.
  • Proficient computer skills and in-depth knowledge of relevant software such as Microsoft Office suite/Open Office package and to learn others as and when required.
  • Must have exceptional interpersonal skills.
  • Excellent administrative and organisational skills.
  • High degree of attention to detail.
  • High level of confidentiality.
  • Must be able to manage time effectively by prioritising outputs according to the Executive Director’s needs.
  • Ability to multi-task.
  • Ability to deal with demanding deadlines.
  • Must have a can-do attitude.
  • Must be proactive.
Closing date: 09 December 2012

https://candidate.csir.co.za/psp/hr91prd_cgw/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?Page=HRS_CE_JOB_DTL&Action=A&JobOpeningId=302031&SiteId=1&PostingSeq=1