Executive PA and Administrator at HSRC

Minimum Requirements    

• A degree or diploma in Administration or related fields;
• A minimum of five years proven experience as a high-level executive PA;
• Proven experience relevant to the duties as described above;
• Proficiency in English, with excellent written and verbal communication skills;
• Proven proficiency in the use of computer software applications, notably the MS Office suite, electronic mail and diary management and internet;
• Competence and efficiency in utilizing HSRC systems (i.e., e-Workflow, VIP-ESS, RMS, etc.).
• The ability to function independently and under pressure;
• High level of integrity and professionalism to liaise with top-level stakeholders and perform duties in a sensitive and confidential manner;
• Excellent time management and prioritization skills;
• A commitment to excellence, attention to detail and meticulous and accurate execution of tasks;
• Must be able to work in a diverse and multi-cultural environment.

Duties & Responsibilities    

• Provide top-level secretarial and administrative support to the Executive Head in AISA
• Coordination and facilitation of the Executive Head’s diary
• Initiate all travel arrangements for the Executive Head and staff at AISA
• Initiate all procurement needs for the Executive Head via internal systems and processes;
• Manage the flow of documentation and inquiries to and from the Executive Head’s office, appropriately routing as much as possible to other relevant parties to handle,
• Facilitating the logistical arrangements in respect of meetings, events, travel and accommodation,
• Interact and liaise with a broad spectrum of stakeholders, in particular senior management colleagues, on a range of issues in a confident and assertive manner,
• Keep track of a rolling to do list and follow up on delegated tasks,
• Liaise with SCM on financial and procurement issues,
• Screening of incoming correspondence to prioritize and assess for further action;
• Preparation and editing of letters, memoranda, spreadsheets and other documents prepared for the Executive Head’s endorsement;
• Preparation of agendas and materials for meetings; minute taking and record keeping of proceedings,
• Establishment and maintenance of filing and record management systems,
• Liaising between AISA Executive Head, Divisional Executives, and staff within the research and shared services functions.