Personal Assistant to the Vice-Chancellor

Are you a highly organised and discreet executive assistant looking for a challenging role in a dynamic academic environment? The University of Cape Town (UCT) is seeking a dedicated Personal Assistant to provide high-level support to the Vice-Chancellor.

About the Role

This is a permanent, full-time position within the Office of the Vice-Chancellor (OVC) in Cape Town. As the Personal Assistant to the VC, you will play a crucial role in ensuring the efficient operation of the office, acting as a key point of contact for internal and external stakeholders. You will manage complex schedules, coordinate international engagements, and maintain the highest standards of professionalism and confidentiality.

Key Responsibilities

• Provide comprehensive executive and administrative support to the Vice-Chancellor.
• Manage and maintain the VC’s busy diary, prioritising commitments, and ensuring all necessary documents and briefing materials are prepared.
• Organise the VC’s office to facilitate a smooth flow of information and documentation.
• Coordinate all aspects of local and international travel, including flights, transport, accommodation, and event logistics.
• Draft, edit, and proofread important correspondence, meeting agendas, minutes, and reports, ensuring timely follow-up on actions and decisions.
• Serve as a professional and diplomatic liaison for internal and external stakeholders.
• Organise and support meetings, events, and special projects related to the VC’s strategic goals.
• Assist with financial processes, including the VC’s operational, discretionary, and project budgets.
• Actively contribute to the overall effectiveness and professionalism of the Office of the Vice-Chancellor.
• Build and maintain strong relationships both internally and externally.
• Efficiently respond to queries and requests, proactively addressing issues.

What You’ll Need (Requirements)

• A relevant qualification at NQF Level 6 or higher.
• At least 10 years of recent and relevant professional experience providing high-level executive administrative support in a fast-paced environment, managing competing priorities effectively.
• Proven experience in coordinating complex international travel and logistics.
• Excellent organisational, planning, and problem-solving skills, with the ability to manage multiple tasks accurately and meet tight deadlines.
• Advanced proficiency in Microsoft Word, and intermediate skills in Excel and PowerPoint.
• Outstanding interpersonal, verbal, and written communication skills, with the ability to engage professionally with diverse individuals, including students and public figures.
• Demonstrated ability to work independently, take initiative, maintain strict confidentiality, and collaborate effectively as part of a team in a complex setting.
• High levels of professionalism, a strong client service orientation, excellent stress tolerance, and meticulous attention to detail.
• Flexibility to work outside standard office hours and travel nationally or internationally to support the Vice-Chancellor’s engagements.

Bonus Skills (Advantageous)

• Knowledge of academic processes and governance within a higher education institution.
• Previous experience as a Personal Assistant to an executive leader in a university or similar complex organisation.
• Familiarity with productivity tools like Google Suite.

Salary & Benefits

The estimated annual cost of employment, including benefits, is between R513,345 and R603,933.

How to Apply

To apply, please visit the UCT Jobs Site at www.jobs.uct.ac.za. Both internal and external applicants will need to create a candidate profile and submit their application online.

Please ensure your application includes:

• A detailed letter of motivation, highlighting how your qualifications and experience meet the role’s requirements.
• Your comprehensive Curriculum Vitae (CV), including contact details for three professional referees (ideally, your most recent line manager).

Shortlisted candidates may be required to undergo competency and pre-placement medical assessments. UCT may request references at any stage of the selection process.

UCT is committed to employment equity and diversity, and preference will be given to candidates from under-represented designated groups in line with the University’s Employment Equity Plan. UCT reserves the right not to make an appointment.

Application Enquiries

For any questions regarding the application process, please contact Ms Abigail Dixon at [email protected] or 021 650 1673.

Closing Date: 17 October 2025