Faculty Assistant | Contract Jobs

Job Description

IQbusiness is looking for a Faculty Assistant for a 12-month contract. You will work with an international client from our offices in Welgemoed, Cape Town, in the Northern Suburbs. This is a hybrid role, with 3 days on-site and 2 days working from home.

This position offers high-level administrative and operational support to senior academic faculty members. Your goal is to ensure smooth delivery of executive education programs and academic initiatives. You will be based in South Africa, while the faculty members are in Switzerland. The ideal candidate has experience supporting multiple senior stakeholders in a dynamic, fast-paced academic or corporate setting. You should also understand academic workflows and executive-level coordination.

Key Responsibilities:

• Manage course materials and upload them to Salesforce and Canvas on time.
• Order books, simulations, and set up IT tools.
• Coordinate printing and digital sharing of session documents.
• Help prepare teaching materials and share online content with participants.
• Provide remote support to faculty during classroom and online sessions when needed.
• Work closely with Program Coordinators.
• Manage faculty calendars, predict scheduling needs, and resolve conflicts quickly.
• Arrange logistics for internal and external meetings, including scheduling, room bookings, and preparing documents.
• Assist in client meetings, take minutes, and follow up on action items.
• Offer general administrative support and help with document or database research.
• Act as a link between faculty and internal departments for smooth coordination.
• Organize complex travel, including flights, hotels, transfers, and visas.
• Request phone plan upgrades for international travel when required.
• Handle logistics for guest speakers when needed.
• Process program and non-program expenses through Concur.
• Ensure timely submission of invoices with correct project coding.
• Manage invoicing for special projects.
• Upload and organize reading materials and session documents on Canvas.
• Follow standard folder naming rules.
• Request copyright permissions via Study.Net for materials not owned by clients.
• Check that all links and resources work properly.
• Record faculty activities accurately in Salesforce.
• Update session details, assignments, and descriptions.
• Create and maintain program folders in SharePoint.
• Alert Program Coordinators to any scheduling conflicts.
• Send out and collect leadership surveys (not including 360° feedback).
• Manage logistics for leadership and strategy initiatives.
• Work with Program Coordinators on participant lists and deadlines.

Minimum Requirements:

• 2–3 years of experience as an Executive Assistant supporting multiple senior academic faculty members.
• Good skills in these tools:
• MS Office Suite (Word, Excel, Outlook, Teams).
• Digital collaboration tools (Zoom, MS Teams).
• Learning platforms (such as Salesforce, Canvas, or LMS).
• Ability to handle multiple tasks across different locations, work on your own, and meet deadlines.
• Strong communication skills, both written and verbal.

Skills Required:

• Strong organization and time management.
• Attention to detail and ability to multitask.
• Ability to work well with others and independently in a busy environment.