VACANCY Executive Assistant

VACANCY Executive Assistant

Executive Assistant (EA) to the  Chief Executive Officer (CEO) of Resource Africa South Africa (RA-SA)

Job Description

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant (EA) provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the Board of Directors, the Executive Committee and senior management teams. The Executive Assistant must be creative and enjoy working within a small team that is mission driven, results-driven and development oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects that the CEO oversees, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The major role of the EA is to provide inputs in the following areas:

Executive Support

• Completes a broad variety of administrative tasks for the CEO including: managing active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Communicates directly, and on behalf of the CEO, with Board members, donors, RA staff, and others, on matters related to the CEO’s programmatic initiatives.
• Prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Performs other duties and responsibilities as may be directed by the CEO.

Board Support and Liaison

• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adheres to applicable rules and regulations regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Takes notes and minutes during meetings and prepares action lists.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and all staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans.

Communications, Partnerships, and Outreach

• Ensures that the CEO’s diary is kept updated and responds to requests for materials regarding the CEO and the organization in general.
• Edits and completes first drafts for written communications to external stake holders.

Strategic Initiatives

• Works with the communications and the fundraising committees in coordinating the CEO’s activities.
• Follows up on contacts made by the CEO for new partners and networks and supports the cultivation of ongoing relationships.
• Edits all and prepares acknowledgement letters from the CEO’s office.

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to be extremely effective, independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

• Graduate training preferably in Human Resource Management (HRM)/ and or Project Management.
• Fulltime availability.
• Experience and interest in internal and external communications, partnership development, and fundraising.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Excellent language ability in written and spoken English.
• Knowledge of Email, Internet and social media.
• Availability to travel

Position available immediately.

Interested candidates can send their CV and cover letter to : emmanuel.siakilo@resourceafrica.net