South Africa

Executive Assistant

Company NACOSA
Reference # 2021073
Published 16/07/2021
Contract Type Contract
Salary Market Related
Location Century City, Western Cape, South Africa
South Africa has the highest number of people living with HIV in the world – over 7 million people. To turn the tide on HIV and AIDS, we need to bring all sectors of society together and strengthen the community systems that support people.
NACOSA is a networking organisation that brings communities together to tackle HIV and its impact on vulnerable people. We have a 19-year track record of working with donors, government and communities to strengthen community systems and turn the tide on HIV, AIDS and TB.
We do this through mobilizing our network of over 1,900 organisations, promoting dialogue between government and affected people, building capacity with accredited training, mentoring and technical assistance and channeling resources to support service delivery on the ground, particularly for children and youth, key populations and women and girls.

NACOSA is looking for a suitably qualified candidate for the position of Executive Assistant to provide support to the Executive Director. The successful incumbent will be responsible to managing day-to-day operational matters of the ED’s office, as well as providing more high-level administrative and project management support.
Job Functions Administration,Personal Assistant,Project Management
Industries Ngo / Non-Profit

The Executive Assistant role

The duties and responsibilities of the Executive Assistant will include but not limited to:

•Conserve the time of the ED by acting as the first line of communication for the ED’s office.
•Manage the full diary of the ED, including scheduling appointments, confirming attendance, booking meeting rooms, etc.
•Regularly remind the ED of key upcoming meetings or priorities to ensure the highest-level issues are prioritized.
•Provide support and assistance to the ED on more personal level, for example, collecting or dropping off goods and services required by the ED.
•Regularly meet with the ED to discuss priorities and do planning.
•Prepare any information needed for meetings, such as board packs or meeting agendas.
•Manage all travel arrangements (flights, accommodation, car hire, etc.) for the ED in an effective manner and ensure adequate and complete travel information is made available in a timely manner.
•Attend Board and other meetings, take detailed minutes, distribute, and obtain signatures of all parties.
•Follow-up / project manage key deliverables agreed between the ED and management team members to ensure progress is continuous and aligned to planning.
•Ensure a proper filling system is in place and filed in accordance with the requirements of good corporate governance.
•Prepare proforma documents such as presentations, agendas, and board resolutions as needed from time to time.
•Undertake basic research to gather relevant information as requested by the ED
•Proof-read all documents submitted to the ED for signature such as letters and contracts, to ensure these appear in order in accordance with its intended purpose.
•Handle and screen all the ED's calls and take accurate and useful messages.
•Compile draft correspondence to be circulated from the ED’s office.
•Reconcile information on the ED’s spend (example claims, or credit card slips) and ensure that adequate information is provided to Finance or HR for processing.
•Keep updated list of telephone and email details of all important role-players.
•Coordinate monthly timesheets and leave information of the management team for signature.
•Manage the physical and electronic traffic that goes through the ED’s office
•Act as a gate keeper to allow the ED to focus on strategic issues.

Required qualifications, skills and experience

•Relevant Diploma or Degree (A Secretarial or Office Administration Diploma would be a strong recommendation).
•Strong computer knowledge (Excel, Word and Power Point, E-mails, Internet)
•At least 5 years Executive / Senior management PA/EA experience within a position with similar duties and responsibilities.
•Strong attention to detail and meticulous organisation skills.
•Be fully conversant in at least two Official South African languages (spoken and written) and be able to communicate at ease with all level of staff and clients.
•Sound interpersonal relations and customer service orientation.
•Ability to multi-task in administration and other relevant ad hoc administrative task.
•Valid driver's license.
•Demonstrated ability to work in a diverse team

•Only short-listed candidates will be contacted. If you have not been contacted within 2 weeks consider your application as unsuccessful. NACOSA reserves the right not to make any appointment in this position.
•NACOSA respects the privacy of its stakeholders and will treat all personal information provided in line with our recruitment policy and in accordance with the Protection of Personal Information Act.

Job Closing Date 26/07/2021
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