Personal Assistant (P9) (Office of the General Counsel) (Re-advert)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".
Job description
“Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
- Provide professional and effective management of the Office of the General Counsel in line with best practice.
- Act as a first point of contact on all general queries that go via the office.
- Handle incoming and outgoing correspondence, including emails, phone calls, and client inquiries, ensuring timely and professional responses.
- Organise and liaise between Divisions, Executive Leadership Group (ELG) and other members of the Executive Committee, Directors of the Office of the General Counsel, Senior Legal Advisors, Legal Advisors, external stakeholders and administrator/s of the Office of the General Counsel.
- Effectively manage the diary of the General Counsel ensuring that both internal and external stakeholders' requirements are met.
- Prioritise matters and information in terms of urgency and importance.
- Organize domestic and international travel logistics and assist with the planning and coordination of internal and external events or client meetings.
- Draft and disseminate presentations, minutes, and correspondence to relevant stakeholders.
- Assist with scheduling performance reviews of all executive staff reporting to the General Counsel.
- Manage and coordinate the budget of the Office of the General Counsel.
- Coordinate strategic projects on behalf of the General Counsel (that is a high demand).
- Provide flexible support with additional tasks as required to facilitate the smooth operation of the Office of the General Counsel.
- Work closely with other MEG Personal, Directors of the Office of the General Counsel, Senior Legal Advisor, Legal Advisors and Executive Assistants in organising and managing the diaries of Office of the General Counsel members thus ensuring achievement of goals.
- Communicate with internal and external stakeholders, employees, resolve or escalates to the General Counsel.
- Coordinate monthly and management reports from key stakeholders for the General Counsel (member).
- Ensure all SLAs with relevant stakeholders are always adhered to.
- Maintain professional and confidentiality and manage information that goes via the office of the General Counsel.
- Identify relevant risks with the officer, resolve or escalate to the General Counsel.
- Provide clerical and administrative support to the General Counsel.
- Prepare, review, and proofread legal documents, presentations, reports, and confidential materials with accuracy and attention to detail.
- Keep records up to date and maintain an effective filing system (electronic and physical) in compliance with legal and university standards.
- Coordinate logistics for internal and external meetings, including legal committees.
- Manage procurement of operational items to enable efficient operation and timely payment of invoices.
- Plan, arrange and coordinate relevant workshops, functions and conferences as directed by the General Counsel.
- Keep abreast of new developments in the field and effectively apply best practice in the office setting.
- Perform ad hoc duties as and when required by General Counsel.
- Process expense claims, invoices, and procurement requests.
- Dicta-typing, formatting agreements, amending agreements, typing correspondence and general typing.
- Diary Management, meetings (including travel arrangements.
- Filing and filing system management.
- Action all incoming calls, emails.
- General Admin duties including filing.
Minimum requirements
- Diploma (NQF 6) in Office Administration, Legal Studies, or related field (a Paralegal Diploma will be an advantage).
- Minimum five (5) years' experience as a PA or Executive Assistant in an attorney's firm or as an Executive Assistant for a Head of Legal/ General Counsel.
- Dicta-phone typing (at least 60 words per minute with excellent accuracy).
- Commercial secretarial work.
- Advanced proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent time management and multitasking abilities.
- High level of discretion and professionalism.
- Familiarity with legal terminology and document handling.
- Strong typing, document formatting, and data management skills.
- Broad experience in corporate commercial PA roles.
- Strong interpersonal skills and a proactive approach to problem-solving.
- Strong planning, organising and a methodical approach to work.
- Excellent self-management skills and resource management skills.
- Good command of the English language (written and verbal).
- Strong customer service, diplomacy, and assertiveness skills.
- Ability to work under pressure in a fast paced and deadline-oriented environment.
- Project Management skills.
- Strong time management skills.
- Excellent interpersonal and listening skills.
- Good written and oral communication skills.
- Ability to identify and mitigate risks.
- Collegial and emotionally intelligent.
- High level of integrity and ethical standards.
- Ability to use technology and software tools to improve efficiency.
- A team player with a positive attitude and willingness to support others.
- Previous experience in an attorney's firm or as an Executive Personal Assistant to a Head of Legal or General Counsel.
Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.
If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ujsupport@pnet.co.za.
Candidates may be subjected to appropriate psychometric testing and other selection instruments.
In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.
Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
