The Executive Assistant will work closely with and provide high level support to the Division Director by acting as the first point of contact in dealing with queries and managing the administration of their day-to-day operations.

Key Responsibilities

Administrative support and personal assistance

o Organise and maintain the Division Director’s diary

o Coordinate and schedule relevant appointments and meetings.

o Assisting with sourcing and researching information

o Take minutes, assemble, and distribute meeting packs timeously, follow up on meeting actions and track progress.

o Screen emails, telephone calls, enquiries or requests and handle them when appropriate.

o Assist in preparing briefing papers, documents, reports and presentations.

o Prepare agendas for meetings.

o Booking, coordinate and confirm travel arrangements (flights, accommodation, transport and per diems).

o Provide travel pack with all relevant meeting information, tickets, accommodation, itineraries, agendas, and any other information for the trip

o Update Outlook with flight times and relevant information

o Ensure that per diems are processed timeously for each trip planned

Project Management and Stakeholder Coordination

o Maintain Division Director’s project and action items list, prioritise and follow up accordingly.

o Coordinate and communicate effectively with DoH, external agencies and management of high-profile donor agencies, regulatory bodies, auditing agencies and other stakeholders etc as required by the Division Director.

o Coordinate operational activities such as IT, procurement etc., for Division Director

o Monitor and track all post-graduate supervision students and assist with registration, documentation, letters as needed.

Requirements
Minimum 3 years’ experience as a senior executive assistant

Experience working in an academic, medical and/or HIV research environment.

Exceptional organisational and administrative skills with working knowledge of Microsoft Office.

Able to maintain confidentiality, tact and professionalism at all times.

Able to exercise discretion, high levels of initiative and independent decision-making.

Must be assertive, confident and adaptable.

Self-motivated, able to work as part of a multidisciplinary team.

Must have a valid Driver’s licence and be confident in driving.

Own reliable transport would be an advantage.