Personal Assistant to the CEO - Javett Art Centre

The Javett Art Centre at the University of Pretoria (Javett-UP) is a new art centre, which was opened on 24 September 2019, and which will serve as a home for the art of Africa in an environment characterized by creativity, diversity, research, study and exploration. It will set new benchmarks in art curation, conservation and education. The Javett-UP is a partnership between the University of Pretoria and the Javett Foundation. It is an art centre that is as collegiate as it is philanthropic.

The goal is to develop the Javett-UP reflectively, accountably and boldly into a world class Art Centre for South Africa, the continent and globally.

The Personal Assistant reports directly to the CEO and works closely with members of the Executive Leadership Team, providing information management support to enhance their effectiveness. The role provides a valuable contribution to transforming the business of the Javett-UP into a world class leader in the Arts Culture programming.

The PA role is highly visible and varied, providing a comprehensive and confidential high level administrative role in support of Javett-UP's mission and vision.

RESPONSIBILITIES:

The incumbent will be required to render a comprehensive administrative and secretarial service which includes the following:

• Supporting the CEO by providing a high standard of personal executive level assistance to meet the needs of the CEO's objectives, including a significant amount of diary management, setting up meetings, hospitality, travel and visa arrangements worldwide;
• Supporting the Executive Leadership Team, the Board and Board Subcommittees members as required with setting up meetings, drafting agendas, taking minutes at meetings, circulating papers and documents;
• Working closely and provide proactive support to the Executive Leadership Team, including administrative support, travel arrangements, processing expenses, visa applications, greeting visitors and ensuring the consistent application of all JAVETT-UP policies and procedures;
• Undertaking a range of Governance duties, including supporting the monitoring risk register of Javett-UP;
• Processing Senior Management diaries and leave requests and absences using Javett-UP's system with high levels of attention to detail;
• Complying with data protection legislation, manage company files and filing (both electronic and hard copy), archiving or disposal of documents when appropriate;
• Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
• Conserving executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating tele/virtual communications;
• Maintaining executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel;
• Representing the executive by attending meetings in the executive's absence; recording notes for the executive;
• Welcoming guests and customers, in person or on the telephone; answering or directing inquiries;
• Maintaining customer confidence and protects operations by keeping information confidential;
• Completing projects by assigning work to clerical staff; following up on results;
• Preparing reports by collecting and analysing information;
• Securing information by completing data base backups;
• Providing historical reference by developing and utilising filing and retrieval systems; recording meeting discussions;
• Maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

MINIMUM REQUIREMENTS:

• A tertiary qualification in Administration and Management;
• 5 years experience in an administrative and PA role;
• Event management experience;
• IT literacy with experience of Microsoft Office including Outlook, Word, Excel and Power-point.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• The ability to always maintain confidence and discretion;
• Exceptional presentation and communication skills;
• Digitally savvy and adept at using social media;
• An innovator with the ability to use creativity and initiative to bring fresh ideas;
• A team player and able to quickly establish credibility amongst people at all levels both within and external to Javett-UP, across numerous cultures;
• An ability to define problems, collect data, establish facts and draw valid conclusions;
• Open and collaborative working style; must be comfortable in an environment where ideas are shared and challenged;
• Passion and enthusiasm;
• Willingness and ability to travel overseas;
• A good understanding of the virtual space platform offerings.

ADDED ADVANTAGES AND PREFERENCES:

• Knowledge of the Arts Culture sector is desirable.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

REMUNERATION:

This position has a total cost to company salary package in the range between R300 000.00 to R380 000.00 per annum, subject to the successful candidate's experience.

Applicants are requested to apply online at www.up.ac.za, and go to About UP. Select Career Opportunities and select the position you want to apply for.

In applying for this post, please attach:

• A comprehensive CV;
• Certified copies of qualifications;
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms V Reynders, vicky.reynders@up.ac.za for application-related enquiries, and Mr Lekgetho Makola, lekgetho.makola@javettup.art for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 May 2021 please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply. All candidates agree to undergo verification of personal credentials.

The University of Pretoria reserves the right to not fill the advertised positions.