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UNIVERSITY OF SOUTH AFRICA (UNISA)
 


​PORTFOLIO: OFFICE OF THE PRINCIPAL AND VICE-CHANCELLOR 
EXECUTIVE PERSONAL ASSISTANT (P7) 
(Muckleneuk Campus) 
(Ref OPVC/ExecPA/Nya-2025)
 
The Executive Personal Assistant is responsible for providing dedicated professional day-to- day executive administrative and secretarial support to the Principal and Vice-Chancellor (P&VC) and manage the interface with all relevant stakeholders. 
 
The incumbent: 
  • supports the P&VC to best manage available time and to focus on important engagements and /or core business matters. 
  • provides daily office executive administrative and secretarial support. 
  • ensures that different stakeholders receive the requisite attention. 
 
Qualification
  • Grade 12 (Matric) plus Bachelor’s Degree or National Diploma or Advanced Diploma
 
Experience
  • At least 5 year’s relevant experience
 
 Duties 
Executive Administrative support 
  • Preparing agendas for meetings and distributing it to relevant stakeholders. 
  • Keeping accurate records of minutes and once approved, distributing them to relevant stakeholders / knowledge communities. 
  • Ensuring the smooth inflow and outflow of documents for the attention of the P&VC. 
  • Gathering relevant accurate information to support the P&VC in preparing for relevant engagements and decision-making – and where relevant, summarising information for ease of reference. 
  • Briefing/ Coordinating the briefing of the P&VC on relevant information in preparation for the requisite workshops, seminars, conferences, discussion sessions and meetings. 
  • Managing an efficient system in following-up on outstanding items (including resolutions taken at Committees) that require the P&VC’s attention. 
  • Providing support to the P&VC in the planning, organising, coordinating, and executing of initiatives and endeavours as required. 
  • Monitoring progress of projects and tasks, as required. 
  • Providing executive support to the P&VC on the planning and concomitant arrangements pertaining to official traveling matters (e.g. accommodation and visa paperwork). 
  • Maintaining organised electronic/ physical filing system/s in ensuring easy retrieval and the documents’ storage; and that confidential documents are handled with sensitivity. 
  • Ensuring the availability of adequate office supplies. 
  • Providing support to the P&VC regarding the submission of claims and engaging with the Department of Finance as required. 
 
Meeting Arrangements 
  • Assessing the urgency of requests for the P&VC’s time and attention and prioritising access based on them. 
  • Scheduling appointments, considering the P&VC’s and other stakeholders’/ participants’ diaries 
  • Assisting with the arrangement of workshops, seminars, conferences, and discussion sessions as is required. 
  • Arranging venues, relevant equipment and catering for work sessions/ appointments (as appropriate) and monitoring successful compliance. 
  • Updating the OP&VC schedule and contacting stakeholders to confirm appointments. 
  • Receiving visitors/guests of the P&VC. 
  • Monitoring the daily schedule of the P&VC and making timeous announcements of appointments. 
 
Client Communication and Support 
  • Managing the front office of the P&VC – which is the primary point of contact. 
  • Acting as a liaison between the P&VC and internal as well as external stakeholders. 
  • Screening telephonic calls and other correspondence received at the Office of the P&VC for appropriate attention, and where relevant, summarising matters for ease of reference. 
  • Acknowledging all incoming correspondence for the attention of the P&VC and provide first line executive support and counsel where required. 
  • Channelling requests/enquiries/visits to other functionaries/departments, where relevant. 
  • Coordinating and/or assisting with the preparation of correspondence/ documents such as reports, memos, letters, responses, presentations as required. 
 
Coordination of staff and workflows 
  • Ensuring that the Office of the Principal and Vice-Chancellor is always staffed during office hours, telephones and/or Teams calls answered, and enquiries dealt with professionally. 
  • Coordinating effective office procedures and efficient workflows. 
  • Providing overall supervision of identified administrative staff within the Office of the P&VC. 
 
Technical Competencies 
  • Excellent liaising and communication skills, with an excellent command of the written and spoken English language. A command of additional official South African languages may be advantageous. 
  • Advanced, demonstrated knowledge of effective office management and administration procedures. 
  • Advanced computer literacy, including MS Office package. 
  • Knowledge of structures and procedures of universities, especially Open Distance e- Learning.





​Assumption of duty: As soon as possible 
Salary : Remuneration is commensurate with the seniority of the position 
Closing date : 10 March 2025 
 
Enquiries : (012) 429 3148 Ms MM Nyalungu (HR Staffing & Client Services) 
Completed applications can be e-mailed to nyalumm@unisa.ac.za
 
  • Vacancies can be viewed at https://www.unisa.ac.za/vacancies
    • all educational qualifications, 
    • academic transcripts/records; 
    • identity document; and 
    • proof of SAQA verification of foreign qualifications (if applicable) 
  • The completed prescribed application form must be accompanied BY COMPREHENSIVE CURRICULUM VITAE and ORIGINAL certified copies (within the previous six months) of; 
  • The contact details of three contactable references must be provided, one of which must be from your present line manager. 
  • The prescribed application form (APPLICATION FOR A PERMANENT ADMINISTRATIVE OR PROFESSIONAL POST) is obtainable from the above-mentioned website. 
  • UNISA is not obliged to fill an advertised position. 
  • Late, incomplete and incorrect applications will not be considered. 
  • Appointments will be made in accordance with Unisa’s Employment Equity Plan and other applicable legislation. 
 
We welcome applications from Persons with Disabilities
 
 
All applications should reach UNISA before 16h00 on the closing date.
 
• Correspondence will be limited to short-listed candidates only. If you have not been contacted within two months after closing date of this advertisement, please accept that your application was not successful.