Boardroom Assistant Vacancy at The Council for Scientific and Industrial Research (CSIR)
The Council for Scientific and Industrial Research (CSIR) is a leading scientific and technology research organisation that researches, develops, localises and diffuses technologies to accelerate socio-economic prosperity in South Africa. The organisation’s work contributes to industrial development and supports a capable state.
Boardroom Assistant
About the job:
The CSIR has a vacancy for Boardroom Assistant in the Facilities Management and Security Services Portfolio. The incumbent will provide boardroom support services to ensure that meetings with internal and external clients run smoothly. This position is based in Pretoria.
Key responsibilities:
Boardroom Co-ordination:
- Coordinate, monitor and accept boardroom bookings;
- Setting up of boardrooms and preparing for meetings;
- Adhere to clients’ booking requests (VC bookings etc.);
- Liaise with clients and ensure that meetings are well coordinated;
- Troubleshooting VC problems;
- Report technical challenges to the Call Centre and follow-up with responsible persons (e.g. AV, boardroom facilities etc.);
- Check and ensure that Boardroom facilities and equipment are operational (e.g. VC, projectors, plugs etc.);
- Clearing and refreshing the boardroom after every meeting;
- Liaison with the IT technicians to service the boardroom equipment (e.g. VC, Projectors, speakers);
- Maintaining the standard of the crockery, glasses and cutlery by reporting and ensuring replacement of chipped and broken ones to ensure safety of users;
- Ensure the boardrooms are available for use by unlocking the doors on time.
Refreshment Provision:
- Ensuring cost recovery by submitting journals after meetings (where appropriate);
- Prepare and serve refreshments as required;
- Ensure that consumables are available (e.g. coffee, tea, milk, sugar);
- Co-work with the caterers ensuring CSIR standards are maintained in the boardrooms.
Customer Services:
- Interact with customers professionally and with respect to ensure the service provided is well received;
- Establish and maintain good relationships with customers to understand their requests;
- Receive customers’ requests and attend to them speedily to improve or promote positive image of CSIR.
Procurement of Boardroom Consumables:
- Obtain quotes as per policies and procedures;
- Place order on procurement system;
- Receive stock and generate receipt for payment;
- Control and maintenance of stock.
House-keeping
- Liaise with cleaners to ensure good housekeeping of boardrooms;
- Report faulty boardroom facilities to the Call Centre;
- Ensure that crockery and cutlery and available and cleaned after use;
- Safe keeping of boardroom consumables and keys;
- Ensure that venues are always neat and tidy.
Qualifications, skills and experience
- Grade 12 Certificate with at least one year experience as a Boardroom Assistant;
- Time management;
- Computer skills;
- Must have telephone etiquette;
- Event coordination skills.
Closing date: 11 December 2022
PLEASE NOTE THAT FEEDBACK WILL BE GIVEN TO SHORTLISTED CANDIDATES ONLY.
For more info, please contact the CSIR Recruitment Centre at Recruitment02@csir.co.za. Please do not send applications to this mailbox it is for queries only.
The CSIR is an equal opportunity employer. As such, it is committed to the employment Equity Act and will through the filling of this vacancy, give preference to candidates from designated groups in terms of the Employment Equity Act. By applying for this position at the CSIR, the applicant understands, and agrees that the CSIR may solicit a credit and criminal report from registered credit bureau and/or South African Police Services (in relation to positions that requires trust and honesty and/or entail the handling of cash or finances), and may also verify the applicant’s educational qualification and employment history. The CSIR reserves the right to remove the advertisement at any time before the stated closing date and it further reserves the right not to appoint if a suitable candidate is not identified.
