Executive Assistant - Get Hired Fast

We are searching for a remarkable Executive Assistant to join our all-star team at RecruitMyMom in Cape Town, Western Cape.
Growing your career as a Full Time Executive Assistant is an awesome opportunity to develop productive skills.
If you are strong in leadership, presentation and have the right initiative for the job, then apply for the position of Executive Assistant at RecruitMyMom today!

Job Description

Our client and NGO in the medical research sector are looking for a Executive Assistant to support the management team and other members of the team. This role supports staff members based in different parts of the country and in time potentially across different countries and therefor must be adept at remote working. The role is very busy and demanding and the Executive Assistant is very organized, able to handle a high-workload and be able to prioritize and arbitrate tasks. 

Please note that preference will be given to employment equity candidates 

Responsibilities: 

• Support to the Director (30%)
  
• Maintains the Director’s diary.
  
• Work with the Director in preparing for meetings, conferences and interviews.
  
• Schedule appointments with staff, partners and government officials for the director as well as with internal stakeholders.
  
• Collate and coordinate bi-monthly update reports from the various sections at and ensures a timely transmission to staff updates including reporting required for the grant awards.
  
• Sorts all incoming mail which requires the attention of the Director, routing all other correspondence to appropriate staff for action.
  
• Approve expenses related to the Director’s office as per signature policy and delegation matrix.
  
• Support the Global Executive Team Members of both Foundations to ensure alignment with regional and global priorities and serve as the liaison point for communication between the NGO and Global Executive Offices when needed .
  
• Prepares a variety of documents, including but not limited to, letters, reports, inter-office memoranda and emails.
  
• Board packs
  
• Other tasks as required
  
• Support the Senior Management (30%)
  
• Spearheads the preparation of Senior management, leadership and team meetings.
  
• Drafts the agenda, takes notes & ensures follow-up on action points during the Senior Management Team Meeting, Management Review meetings.
  
• Leadership meetings and all office meetings.
  
• Through his/her role in the Global Executive Office Team, supports the Director as a liaison point between the NGO Senior Management Team and the Global Executive Teams, to suggest and arrange topics and action points for the agenda and action of both teams.
  
• Contributes to central projects requiring input from Senior Management.
  
• Follows up on yearly key deliverables and objectives as set by the Senior Management team
  
• Collates the bimonthly reports for the office and other as other reporting tools that are developed
  
• Takes lead in organizing, preparing the agenda, taking notes during meetings between the Senior Management team and external partners
  
• Coordinates travel, conference registrations, preparation of travel agenda, and supporting documents for office Heads.
  
• Organizes meetings, maintain, and update agendas for the office leaders as well as provide logistical support for meetings as required.
  
• Support the Operations: administrative support, including travel, events organization, and Occupational
  
• Health and Safety Management (30%)
  
• Assists the Operations Lead - in: Coordination of travel and hotel bookings for the office.
  
• Working with the Finance and administration officer in handling and coordinating international and local travel..
  
• Coordination of equipment requirements and purchases for new and existing employees, working with the Finance and administration officer.
  
• Coordinating the Director’s office budget.
  
• Handling minor accounting activities as needed, prepares travel-related invoices for the office leaders.
  
• Maintains the office as a workplace according to the Occupational Health and Safety ACT and other statutory requirements.
  
• Establishes a schedule of inspection of the workplace for each calendar year.
  
• Ensures safety and health inspections are conducted at least once in every three months.
  
• Inspects, investigates, and makes recommendations to the occupier immediately after any accident or dangerous occurrence takes place.
  
• Ensures full compliance with health and safety workplace regulations.
  
• Attends – NGO/ Lessor Health and Safety Committee.
  
• Assists with the Occupational Health and Safety (OSH) budget under supervision of the HR Manager.
  
• Global Executive Office Team role (10%)
  
• Acts as a liaison point between NGO  and Global Executive Office Teams 
  
• Participates and makes contributions during the weekly meetings.
  

Requirements

• Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
  
• Clear and systematic thinking that demonstrates good judgment and problem-solving competencies
  
• Excellent communication skills in multicultural, multi-lingual environments
  
• Ability to work effectively as part of a multicultural team
  
• Well organized and structured
  
• Outstanding analytical skills
  
• Ability to contribute to the project delivery under minimum supervision
  
• Ability to manage small projects if delegated by upper levels with supervision
  
• Ability to offer seamless support, with excellent levels of collaboration and communication, on a remote basis.
  
• Minimum of 3 years’ experience with graduate degree or equivalent, at least one year with post graduate degree or equivalent
  
• Proven ability to work effectively in a team environment and matrix structure
  
• Graduate or post graduate degree or equivalent
  
• Fluency in English
  
• Proficiency in local languages desirable
  
• Good knowledge of Microsoft Suite.
  
• Knowledge of SharePoint and SalesForce an advantage (or willingness to learn).

Benefits

• Hybrid - 3 days remote and 2 days in the office in Observatory - flexible
  
• Growth opportunity  
  

Benefits of working as a Executive Assistant in Cape Town, Western Cape:

● Excellent benefits
● Opportunities to grow
● Attractive package

● Remote Work opportunity