About the position
Job Title: Executive Assistant/ Secretary
Reporting to: CEO
Location: Belville, Cape Town
Employment Type: Full-time/ Contract
- Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; composing and preparing correspondence; taking of minutes, and compiling agendas and documents for meetings.
- Coordinates the logistics for meetings both internally and externally. Coordinates meetings and strategic activities with the senior management team and members of THE COMPANY staff.
- Communicates on behalf of the CEO with members, and others, as directed.
- Conducts research and assembles materials needed for proposals.
- Drafts reports, letters, and other compliance document, prepares and coordinates oral and written communication.
- Supports CEO with external commitments related to THE COMPANY, including service on committees and other groups.
- Processes THE COMPANY subscriptions and memberships with other organisations.
- Assists with budget control, as directed.
COO Support
- Administratively supports COO (general support, documents formatting, SharePoint set up, surveys, and other administrative tasks), creates templates, and drafts other THE COMPANY correspondence as directed.
Council Support and Liaison
- Serves as the CEO's administrative liaison to the stakeholders and manages activities, which include coordinating meetings/receptions/new member orientations; processing travel and attendance reimbursement requests; and compiling, assembling, and distributing meeting materials via SharePoint.
- Coordinates Committee meetings, maintains confidential files and contact information, and coordinates meetings, conferences, and committees both on and off-site to support the CEO's agenda.
- Maintains SharePoint portal.
Management Liaison
- Assists in scheduling meetings, takes minutes, and makes necessary arrangements for meetings as required.
- Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
- Supports Special Projects teams as set up by the CEO, with the preparation of documents and communications.
- Maintaining confidential files and documents.
- Ensuring a strict sense of confidentiality, discretion, and general knowledge/awareness of the industry and organization.
Qualifications & Experience
- Tertiary education is highly advantageous.
- Bachelor's degree or equivalent experience with social sciences background and an interest in labour relations/employment law.
- Strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
- Five to ten years' experience providing support for upper-level management in a similar organisation (i.e., NGO, social sciences, public health).
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, members, and external partners.
- Fluent in English and Afrikaans.
- Knowledge of other languages and customs is an asset; knowledge of isiXhosa is helpful.
- Expert Level in Microsoft 365 Suite, including MS Word, Excel, SharePoint, Outlook, and PowerPoint.
- Ability to learn new software as required.
- Ability to conduct research and present data in a succinct and well-written manner.
- Ability to work independently and with professional discretion.
- Ability to work with a broad range of people including members, staff, colleagues of the CEO and staff, and others.
- Excellent time management, and problem-solving skills.
- Occasional travel may be involved.
- Own reliable transport and a valid driver's license is required.
Desired Skills:
- Meeting Scheduling
- Minute taking
- Travel Arrangements
- Filing System
About The Employer:
The Executive Assistant provides secretarial, clerical, and administrative support to the CEO (Chief Executive Officer), COO (Chief Operating Officer), and Senior Management Team. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Secretariat.
Key Responsibilities
Executive Support:
