Executive Assistant at Wits Health Consortium
VACANCY
Job title: Executive Assistant
Type: Permanent ☒ Fixed Term ☐ Temporary ☐
Main purpose of the job:
Provide high-level administrative, coordination, and operational support to the Senior
and Executive team, ensuring smooth workflow, efficient communication, proactive
problem-solving, and professional representation of the leadership office.
Location: VIDA – Chris Hani Baragwanath Academic Hospital
Closing date: 11 May 2026
Submit detailed CV to: vacancies17@witshealth.co.za
Advert reference number: EA
In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.
Key performance areas
▪ Executive support and personal assistance
o Proactively coordinate and maintain diaries for organisation executives and senior managers as directed,
including meetings, events, and travel
o Manage incoming communications across platforms – often corresponding on behalf of executives
o Coordinate Exco, research admin and operational meetings and prepare agendas and minutes for meetings and maintain status reports
o Assist in drafting and preparing documents, reports and presentations, including collating and identifying relevant
information/data
o Manage travel (flights, accommodation, transport, per diems, registrations, itineraries, expenses)
o Liaise with Shared Services Centre (e.g. HR, finance, legal), including dealing with confidential documents,
signatures, and reports
▪ Project management
o Manage and report on executive office projects, including budgets, timelines, scope of work and deliverables and
develop relevant trackers and dashboards
o Coordinate internal committees and cross-functional teams to drive project and committee deliverables
(committees include but are not limited to: social, internal communications, social media, learning/knowledge sharing; excludes Occupational Health & Safety)
o Assist with planning and resource allocation as required (projects, departments, human resources, finance/grants)
o Identify areas for improvement in process flows, workflows and project management and collaborate with research leads/senior management to initiate and drive process improvements (e.g. including peer-learning and project management tools)
▪ Office and research administration
o Coordinate travel arrangements for the organisation (approvals, flights, accommodation, transport, per diems, registrations, itineraries)
o Support the administration team as directed to maintain relevant office systems such as filing systems, procedures and audit preparation
o Support with core administration as directed, including confidential contracts, study and management status reports; collating relevant data and reports through effective multi-lateral liaison
o Provide high-level business data analysis support to the executive office as required
o Manage logistics for site visits, reviews and conferences and assist the operations team as required with stakeholder engagement, events, staff matters, ad hoc office and facilities requirements
o Coordinate logistics and requirements for new sites and support the operations team with asset tracking and procurement follow-ups
o Provide support as required on ethics and regulatory matters, including support with submissions and maintenance of relevant documentation, and ensure policies/SOPs are updated and distributed
o Provide research administration support as required and directed, including but not limited to publications and research communications
o Maintain updated stakeholder and collaborator databases, prepare donor slides, unit summaries and briefing materials and coordinate meeting logistics and follow-ups
▪ Stakeholder relations and internal communications
o Oversee internal communications planning and execution, content and reporting, including crisis communications
o Act in a positive, professional and friendly manner in all dealings with internal and external stakeholders
o Represent and promote the company and University values and brand
Required minimum education and training.
o Relevant tertiary qualification
Required minimum work experience.
o Minimum of 3 years’ experience in research, academic, or clinical environment, providing administrative or
coordination support to senior staff or project teams
Desirable additional education, work experience, and personal abilities
o Exceptional organisational, administrative, and time-management skills, with strong working knowledge of
Microsoft Office (Word, Excel, PowerPoint, Outlook) and AI
o Demonstrated ability to maintain confidentiality, exercise professionalism, and handle sensitive information with
discretion
o Proven ability to work independently, show initiative, and make sound decisions in a fast-paced environment
o Assertive, confident, and adaptable, with strong problem-solving abilities
o Highly self-motivated and able to collaborate effectively within a multidisciplinary team
o Reliable transport is advantageous for travel between VIDA sites or external venues
Demands of the job
o Must be contactable after hours for urgent, unplanned issues or operational queries requiring leadership escalation
Should you be interested in applying for this vacancy, please send an email to vacancies17@witshealth.co.za.
The subject heading of the email must include the job title of the position applying for. Please include the following documentation:
- A cover letter (maximum one page) that clearly states which vacancy you are applying for.
- A detailed CV
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