SKA Mid - Executive Personal Assistant at NRF National Research Foundation

About the position

Postion Summary:
The Executive Personal Assistant will be responsible for ensuring efficient and effective secretarial and administrative support to the SKA-Mid Telescope Director, SKA-Mid Site Construction Director and SKA-Mid Deputy Telescope Director (the “Directors”). The successful incumbent will be reporting to the SKA-Mid Deputy Telescope Director.

Key Responsibilities:

• Manage complex calendars, appointments, and meeting coordination across time zonesOversee and prioritise Directors’ inboxes and correspondence, ensuring relevance and timely responsesMaintain accurate and up-to-date contact databases and administrative recordsCoordinate meetings end-to-end, including scheduling, venues, agendas, and logisticsProvide professional front-of-office support, including call screening, visitor coordination, and hospitalityPlan and organise corporate events, functions, and executive engagementsArrange and optimise all travel logistics, including flights, accommodation, transport, and itinerariesManage visa processes and compliance requirements, ensuring all documentation and appointments are in orderHandle expense management, including record-keeping, reconciliation, and timely submission of claimsSupport meeting effectiveness through preparation, minute-taking, action tracking, and general administrative support

Minimum Qualification:

• Diploma / Advanced Certificate / NQF 6

Minimum Experience:

• 5-5 years

• National Diploma in Business Administration/ Office Management or Secretarial DiplomaGrade 12 Valid Driver’s license

Experience:

• 5 years’ experience at Senior/ Executive Management level

Knowledge:

• Solid educational background with demonstrable proficiency in numeracy and English
• Proven track record as a Personal Assistant or Executive Assistant within a fast-paced office environment
• Strong planning, organizational, and time management skills, with the ability to prioritize effectively
• Extensive experience in managing complex calendars, scheduling meetings, events, and appointments
• Demonstrated expertise in coordinating business travel, including flights, accommodation, and visa arrangements
• Self-motivated and conscientious, with the ability to work proactively, accurately, and under pressure
• Exceptional verbal and written communication skills, capable of engaging confidently with stakeholders at all levels
• Ability to build and maintain positive working relationships across a diverse employee population
• Proficiency in Microsoft Office applications, particularly PowerrPoint, Word and Outlook, with experience in processing expenses
• Resilient and adaptable, able to work independently while meeting tight deadlines
• High level of discretion, professionalism, and commitment to maintaining confidentiality
• Flexible team player, adaptable to change

Additional Notes:
Related Skills:- Communication Excellence – Outstanding written and verbal communication skills, with the ability to draft professional correspondence, emails, letters, and memos.- Travel Coordination – Skilled in arranging travel and accommodation, preparing itineraries, and managing visa requirements.- Confidentiality & Discretion – Proven ability to handle sensitive information with the highest level of professionalism.- Technical Proficiency – Intermediate to advanced knowledge of Microsoft Office (Word, Outlook, Excel, PowerPoint), including compiling presentations and processing documents.- Deadline Management – Ability to work under pressure, prioritize tasks, and consistently meet strict deadlines.- Meeting Support – Experienced in scheduling meetings, preparing agendas, taking minutes, and ensuring smooth execution of arrangements.- Administrative Expertise – Competent in electronic diary management, filing systems, and general office administration.- Document Production – Skilled in typing, compiling, and formatting documents to a professional standard.- Government Processes – Familiarity with government administration procedures (advantageous).Competency – Desirable: - Experience handling stakeholder communications at different levels, from internal teams to external contacts. - Experience of working in an international environment.- Experience in handling complex international travel arrangements, including managing time zone differences and arranging multi-leg [URL Removed] Notes: Organisational Values:The SKA-Mid Executive Personal Assistant will be expected to demonstrate the SARAO and SKAO’s values, and to work actively to instil those behaviours in all SKA-Mid staff in South [URL Removed] values are:1. Diversity and Inclusion 2. Excellence3. Collaboration4. Creativity and Innovation5. SustainabilitySARAO’s values are:1. Passion for Excellence2. World-class service3. People-centred4. Respect5. Integrity and Ethics6. AccountabilityBoth SARAO and SKAO value and respect difference and are committed to building an inclusive culture by creating an environment where you can balance a successful career with your commitments and interests outside of work. We believe that you will do your best at work if you have a work / life balance. Some roles lend themselves to flexible options more than others, so if this is important to you, please raise this during your interview, as we are open to discussing flexible working opportunities during the hiring [URL Removed] NRF website provides more details on the initiatives and activities Applicants should submit a comprehensive CV by registering and apply online through the NRF Recruitment and Selection Portal. Applications should be accompanied by a letter of motivation indicating the applicant·s suitability for the position. The names and contact details of at least three referees should be provided.

Desired Skills:

• Skilled in applied field of position
• Knowledge to be relevant
• Responsible in performing duties

About The Employer:

The National Research Foundation (NRF) (wwww.nrf.ac.za) supports and promotes research and human capital development through funding, the provision of National Research Facilities and science outreach platforms and programmes to the broader community in all fields of science and technology, including natural sciences, engineering, social sciences and humanities. The South African Radio Astronomy Observatory (SARAO) (www.sarao.ac.za) spearheads South Africa's activities in the Square Kilometre Array Radio Telescope, commonly known as the SKA, in engineering, science and construction. SARAO is a National Facility managed by the National Research Foundation and incorporates radio astronomy instruments and programmes such as the MeerKAT in the Karoo, the Hartebeesthoek Radio Astronomy Observatory (HartRAO) in Gauteng, the African Very Long Baseline Interferometry (AVN) programme in nine African countries as well as the associated human capital development and commercialisation endeavours. The Square Kilometre Array Observatory (SKAO) (www.skao.int) is a next-generation global radio-astronomy facility that will revolutionise our understanding of the Universe and the laws of fundamental physics. It is one observatory with two telescopes – SKA-Mid in South Africa and SKA-Low in Western Australia. South Africa is a co-host member of the SKAO, an intergovernmental organisation headquartered at Jodrell Bank (near Manchester in the United Kingdom) responsible for SKAO construction and operations globally.