Exec Assistant to Exec Manager Jobs

About the Job:

• The CSIR has a vacancy for an Executive Assistant in the Business Development and Commercialisation department. The role involves managing the Executive’s office effectively and providing the necessary support to allow the Executive to focus on strategic matters.
• The ideal candidate must be able to prioritize tasks and stay focused under pressure. You should demonstrate the ability to work independently and maintain strict confidentiality. This position is based in Pretoria.

Key Responsibilities:

• Prepare written responses to incoming correspondence for the Executive’s approval and signature.
• Handle all incoming calls efficiently.
• Clearly communicate the Executive’s requirements and instructions to other staff members.
• Manage internal and external events, as well as local and overseas travel arrangements, under the Executive’s guidance.
• Coordinate and manage the Executive’s diary to ensure effective use of time. Provide briefings on meeting agendas, including background information from previous meetings.
• Follow up on actions from meetings on behalf of the Executive.
• Structure agendas and take minutes at meetings with minimal guidance from the Executive.
• Maintain and update a stakeholder engagement database for the Executive.
• Track follow-ups and commitments from meetings and other engagements.
• Support both virtual and in-person meetings.
• Type, format, edit documents, and prepare presentations.
• Prioritize tasks based on the Executive’s needs.
• Purchase office necessities.

Qualifications, Skills, and Experience:

• A National Diploma or equivalent SAQA level qualification in administration, with at least five years of experience as a Personal Assistant to a Senior Manager or Executive.
• A Bachelor’s degree is advantageous.
• Strong ability to prioritize tasks.
• Flexible and adaptable in a fast-paced environment with shifting priorities.
• Able to work independently with high autonomy.
• Professional, self-motivated, organized, and proactive.
• Capable of handling sensitive and confidential information discreetly.
• Strong stakeholder relations skills.

The following skills are essential:

• Excellent communication and writing skills.
• Conflict resolution skills.
• Problem-solving abilities.
• Self-management skills, including a positive attitude, reliability, accountability, and self-sufficiency.
• Advanced computer skills in MS Office (including Excel and PowerPoint), internet, and IT literacy.
• Good numerical skills and attention to detail.
• Self-starter who works well under pressure.