Personal Assistant (P9) (Office of the General Counsel) (Re-advert)

Are you an experienced and highly organised Personal Assistant looking for a challenging role in a dynamic legal environment? The University of Johannesburg (UJ), a leading cosmopolitan institution anchored in Africa and the global south, is seeking a dedicated Personal Assistant for the Office of the General Counsel.

About the University of Johannesburg (UJ)

The University of Johannesburg (UJ) is a vibrant and diverse institution committed to societal impact, sustainability, and global partnerships. Guided by its UJ Strategy 2035, UJ aims to transform and serve humanity through innovation and the pursuit of knowledge. Join a university striving to be an international university of choice, dynamically shaping a sustainable future.

About the Role

This is a permanent, full-time position located at the Auckland Park Kingsway Campus in Johannesburg. As the Executive Personal Assistant to the General Counsel, you will provide high-level administrative and executive support in a fast-paced, confidential setting. This role demands exceptional organisational skills, discretion, and professionalism, similar to supporting senior partners in top-tier corporate law firms. You will act as a key liaison and coordinator, ensuring the General Counsel’s office operates efficiently and effectively.

This is an Employment Equity (EE) position.

Key Responsibilities

Office Management & Coordination

• Provide professional and effective management of the Office of the General Counsel.
• Serve as the first point of contact for all general queries.
• Handle all incoming and outgoing correspondence (emails, calls, inquiries) ensuring timely and professional responses.
• Organise and facilitate communication between various university divisions, executive groups, legal advisors, and external stakeholders.
• Effectively manage the General Counsel’s diary, accommodating both internal and external requirements.
• Prioritise matters and information based on urgency and importance.
• Organise domestic and international travel logistics, and assist with planning internal/external events and meetings.
• Draft and circulate presentations, minutes, and correspondence to relevant stakeholders.
• Assist with scheduling performance reviews for executive staff reporting to the General Counsel.
• Manage and coordinate the budget for the Office of the General Counsel.
• Coordinate strategic projects on behalf of the General Counsel.
• Provide flexible support for additional tasks to ensure smooth office operations.

Stakeholder Liaison and Management

• Collaborate with other Executive Personal Assistants and legal team members to manage diaries and achieve office goals.
• Communicate effectively with internal and external stakeholders and employees, resolving issues or escalating them to the General Counsel when necessary.

Reporting and Risk Management

• Coordinate monthly and management reports from key stakeholders for the General Counsel.
• Ensure all Service Level Agreements (SLAs) with relevant stakeholders are consistently met.
• Maintain strict professionalism and confidentiality regarding information handled by the office.
• Identify potential risks within the office, resolving them or escalating to the General Counsel.

Administrative Support

• Provide comprehensive clerical and administrative support to the General Counsel.
• Prepare, review, and proofread legal documents, presentations, reports, and confidential materials with high accuracy.
• Maintain up-to-date electronic and physical filing systems in compliance with legal and university standards.
• Coordinate logistics for internal and external meetings, including legal committees.
• Manage procurement of operational items and ensure timely payment of invoices.
• Plan, arrange, and coordinate workshops, functions, and conferences as directed.
• Stay updated on new developments in the field and apply best practices.
• Perform ad-hoc duties as required by the General Counsel.
• Process expense claims, invoices, and procurement requests.
• Provide dicta-typing services, including formatting and amending agreements and correspondence.
• Manage diaries, meetings (including travel), and general administration.
• Action all incoming calls and emails.

Minimum Requirements

• **Education:** Diploma (NQF Level 6) in Office Administration, Legal Studies, or a related field. A Paralegal Diploma is an advantage.
• **Experience:** Minimum of five (5) years’ experience as a Personal Assistant or Executive Assistant, preferably in an attorney’s firm or supporting a Head of Legal/General Counsel.
• **Typing Skills:** Dictation typing at a minimum of 60 words per minute with excellent accuracy.
• **Software Proficiency:** Advanced proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
• **Key Skills:** Excellent time management, multitasking abilities, high level of discretion, professionalism, strong typing, document formatting, and data management skills.
• **Legal Knowledge:** Familiarity with legal terminology and document handling.
• **Background:** Broad experience in corporate commercial PA roles.
• **Interpersonal Skills:** Strong interpersonal skills and a proactive approach to problem-solving.

Competencies & Behavioural Attributes

• Strong planning, organising, and methodical approach to work.
• Excellent self-management and resource management skills.
• Proficient in English (written and verbal communication).
• Strong customer service, diplomacy, and assertiveness.
• Ability to work effectively under pressure in a fast-paced, deadline-oriented environment.
• Project management skills.
• Strong time management skills.
• Excellent interpersonal and listening 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.

Recommendations

• Previous experience in an attorney’s firm or as an Executive Personal Assistant to a Head of Legal or General Counsel is highly recommended.

How to Apply

To apply, please submit your detailed Curriculum Vitae, along with the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees. Also attach a copy of your highest academic qualification and any relevant professional body registrations. If applicable, include a list of accredited research output or a portfolio of your creative output.

Application Link: Apply Here

Closing Date: 26 September 2025

The University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and individuals from historically disadvantaged groups, in conjunction with merit based on qualifications, experience, and proven achievements.

Please note: The University is legally obligated to assess all prospective employees against the National Register for Sex Offenders (NRSO) as per the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021). The outcome of this assessment may impact your employment with the University. Candidates may also be subjected to appropriate psychometric testing and other selection instruments.

If you have not received a response from the University within 8 weeks of the closing date, please consider your application unsuccessful.

Enquiries

• Job Content: Ms. Beulah Monamane (Director: HCM Business Partnering) on Tel: (011) 559 4448
• Remuneration & Benefits: Ms. Ayanda Gcabashe (HCM Officer) on Tel: (011) 559 3448
• Technical Support (UJ e-recruitment): PNET on 0861 227337/010 140 3099 or email ujsupport@pnet.co.za