Location: Rosebank, Johannesburg (100% office-based role)

The Executive Assistant will provide professional and high level executive assistant support to the CEO’s office; by building and maintaining professional relationships with Hlanganisa stakeholders and to ensuring that executive office administrative systems function effectively.

This is a 1-year contract with a possibility of renewal.

Relationship Management

• Represent Hlanganisa as first line of contact to the office including responding professionally and building supportive relationships with stakeholders
• Maintain accessible efficient and open communication channels with all external stakeholders telephonically, electronically and/or via face to face as required.
• Resolving stakeholder queries in a manner that maintains the professional image of the CEO’s office

Professional support

• On request, research background information on key topics in order to draft documents and reports on behalf of the Executive office
• Draft professional incoming and outgoing correspondence on behalf of the CEO and respond to requests and queries, where required

Calendar Management

• Plan and schedule the CEO’s annual, quarterly, monthly, weekly and daily plans and tasks as required
• Manage the CEO’s activities on a daily basis, co ordinating entries/changes in the diary to ensure a streamlined sequencing of appointments
• Schedule in person or online meetings via the electronic diary management system

Meetings Management

• Plan, arrange and convene meetings
• Prepare meeting agendas in conjunction with the CEO or meeting organiser
• Scribe and circulate minutes for internal management and staff meeting, (excluding Board meetings)

Travel Arrangements

• Coordinate travel, accommodation and car hire for CEO and Executive Management as required and as per policy
• Confirm bookings and collate itineraries, communicating individual itinerary arrangements to the CEO and other travellers
• Reconcile all travel related accounts, booked through the CEO office and submit to finance monthly

Office Admin and filing 

• Type reports and documents on behalf of the CEO and distribute timeously to recipients
• Reply to emails, what’s app and other communication channels in a professional and prompt manner
• Provide any other administrative support as and when required

• Related Tertiary Gradate qualification
• 5 – 7 years’ working experience, with a minimum of 3 years in a similar position working with an executive leader
• Intermediate/advanced level of computer literacy and proficiency (MS Word; PowerPoint); Intermediate level of Excel
• Very strong time management, planning and organising skills
• Outstanding written and verbal communication skills
• Previous work experience in the NGO sector, working with donors and government and CBOs (preferable)