SKA-Mid Executive Personal Assistant

At the SKAO we are coordinating a global effort to deliver one of the largest science facilities on the planet. The SKAO telescopes will be next-generation instruments that will help to answer key questions in astrophysics, drive technological innovation and support human capital development. 

More than a dozen partner countries and over a thousand scientists and engineers around the world are already on board, making the SKA project an international collaboration like no other, and one of the most ambitious science and engineering endeavours of the 21st century.

Headquartered in the UK, with telescope sites in Australia and South Africa, the SKAO will be one observatory operating two telescopes, an endeavour spanning three continents. Multinational by design, in early 2021 the SKAO became an intergovernmental organisation, one of only a select handful of science infrastructures to do so worldwide.

Construction activities for the SKAO's telescopes in Australia and South Africa started in 2021, along with a ramping up of SKAO staff in both countries. It is expected that the transition from the Construction Phase to the Operations Phase will happen around 2028.

SKAO Operations in South Africa will be conducted in partnership with the South African Radio Astronomy Observatory (SARAO). SKAO Operations in Australia will be conducted in partnership with the Commonwealth Scientific and Industrial Research Organisation (CSIRO). The Observatory will also partner closely with a global network of SKA Regional Centres through which astronomers will access science data products and a suite of tools and resources to further analyse the SKA telescopes' data.

For more information on the SKA project visit https://www.skao.int/

The SKA Observatory offers a competitive salary and a generous pension and benefits package. As an employee of an intergovernmental organisation, an appointee who is not a national of the country in which the role is based may be subject to personal Privileges and Immunities.

An excellent opportunity for an experienced Personal Assistant to join a welcoming, international organisation with a diverse and multicultural workforce.

Job Location Cape Town, South Africa

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”) 

This is a six-month fixed-term appointment and will be based in Cape Town, South Africa.

SKAO is committed to providing an inclusive and flexible working environment, meeting the requests of our Colleagues whilst also fulfilling the needs and objectives of the Observatory.

This role requires the post holder to work across different time zones and, in line with SKAO policy, flexible working hours will be supported in agreement with the line manager.

Key Responsibilities, Accountabilities and Duties

• Organise and manage calendar schedules, coordinate appointments, and arrange meetings across different time zones.
• Manage inboxes for specified stakeholders.
• Arrange travel, visas, accommodation for corporate travel.
• Prepare expense claims for the Executive Directors.
• Take notes or minutes at meetings and circulate within tight deadlines.
• Support the preparation of meetings including agendas and itineraries for meetings and external visits.
• Provide professional front-of-office support, including call screening, visitor coordination, and hospitality.
• Plan and organise corporate events, functions, and executive engagements
• Perform business management activities to support effective operations and business objectives.
• Provide general administrative support as required by the Executive Directors.

Mandatory Knowledge, Skills and Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required:

• Good level of education with a demonstrable competence in Mathematics and English.
• Previous experience working as an Executive Personal Assistant or in a similar administrative support role in a busy office  environment.
• Strong planning, time management and organisation skills.
• Proven experience in managing calendars and scheduling meetings, events, and appointments.
• Demonstrated experience in arranging business travel, including booking flights, accommodation, visa coordination and itineraries.
• Conscientious self-starter, able to work proactively and accurately under pressure.
• Good written and verbal communication skills, with the confidence to communicate with people at all levels.
• Ability to build good working relationships with a diverse employee population.
• Capable of working independently, under pressure, and meeting tight deadlines.
• High level of discretion and understanding of confidentiality.
• Flexible team player, adaptable to change.
• Good IT skills, with a working knowledge of Microsoft Office, particularly Word and Outlook, along with experience in processing expenses.

Desirable Knowledge, Skills and Experience

• Experience handling stakeholder communications at different levels, from internal teams to external contacts.
• Experience of working in an international environment.Experience in Business Management
• Experience in handling complex international travel arrangements, including managing time zone differences and arranging multi-leg itineraries

Equality Diversity and Inclusion Statement

SKA Observatory recognises that our diversity is a strength. We aim to create a welcoming and inclusive environment where everyone feels they belong, and diverse perspectives and ideas thrive. As such, Equality, Diversity, and Inclusion are at the core of SKA Observatory’s agenda.

Our aim is to recruit and retain the most talented individuals, regardless of gender, race, disability, age, sexual orientation, marital status, religion, nationality or background.

Women have traditionally been under-represented in the fields of science and engineering; SKA Observatory welcomes and encourages female applicants. 

Where applicants with a disability need facilities or adjustments to enable them to participate in the recruitment process, these will be provided.

SKA Observatory welcome all candidates, especially those from member countries.

The “How to Apply” information contained within the SKA Observatory recruitment portal provides more detail regarding our application and selection approach.

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