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Executive Personal Assistant

University of Cape Town Lung InstituteCape Town, South Africa

3 days ago

Job description

Minimum Requirements :

Grade 12 / Matric equivalent
Post Matric qualification in either Business Administration or secretarial and Office Management Diploma or equivalent (Other University graduates with management experience may be considered)
3 5 years experience as an executive level assistant; preferably in an educational / medical institution
Advanced Computer Literacy (MS Office, internet browsers and web applications)
Strong organizational, co-ordination and administrative skills
Excellent communication and interpersonal skills
Proactive and ability to work well under pressure and in a fast-paced environment.
Ability to use discretion and maintain confidentiality.
Able to work autonomously.
Valid GCP Certificate (advantageous)
Valid Drivers License

Responsibilities Include (but not limited to) :

Organize and maintain diaries and make appointments

Assist with MDs email correspondence

Manage MD, CFO and COOs electronic calendar

Co-ordinate local, national and international teleconferences / conferences

Screen phone calls, enquiries and requests (often managing them in the absence of MD by delegating to relevant doctors or staff)

Assist with publication of journals and website searches

Work closely with Finance Manager and Unit Heads

Arrange staff meetings and manage minutes.

Produce PowerPoint presentations and posters

Assist with liaising and correspondence with international, national and internal committees, advisory boards and societies

Screen and receive visitors of all levels of institutions, universities, hospitals, pharmaceutical companies, both locally, nationally and internationally

Organize and set up meetings to ensure the MD / CFO / COO are well prepared for meetings (i.e. assist with communication and scheduling, catering of meetings)

Schedule visits for monitors and statutory inspections

Dictaphone typing up, scanning of various documents, papers, reports etc.

Manage billings

Liaise with clients, suppliers and other staff with respect to the purchase of various office equipment, stationary, office furniture, computer equipment etc.

Assist with travel arrangements for MD (both national and international) i.e. correspondence in setting up itineraries, flight bookings, insurance, VISA and passport applications and collections.

Assist with arranging events for the Institute

Managing cleaning staff and order cleaning consumables

Ensure the operational and functional needs are met in terms of IT, telephone, furniture and other related requests.

Deal with equipment repair technicians and IT technicians

Additional Information :

This position will be based in Mowbray, Cape Town.

12-month Fixed Term Contract

Working Hours - 40 hours per week

Closing Date : 06 October 2025

Only shortlisted candidates will be contacted. Should you not receive a response within 30 days of the closing date, please consider your application unsuccessful.

EMPLOYMENT EQUITY STATEMENT

The University of Cape Town Lung Institute is committed to equity in our employment practices and reserves the right not to appoint.

The selection process will be guided by the Employment Equity Plan and Targets of the University of Cape Town Lung Institute (Pty) Ltd.

POPIA STATEMENT

Please note that when applying for any position, reference checks will be completed, and personal information defined in the protection of personal information Act 4 of 2013 will be processed. In applying for this position, applicants will be deemed to have consented to such processing as defined in the policy statement.

Please Note : This Position is not on UCT Conditions of Service.

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Personal Assistant • Cape Town, South Africa