Executive Assistant 6 Months

2 weeks ago

Johannesburg, Gauteng, South Africa MaraisButton & Associates Full time

Reports to:
Executive Director

Location:
Johannesburg

Contract type:
Fixed Term Contract of 6 months. Depending on funding, this can be extended, depending on funding.

  • Democracy Works Foundation (DWF) NPC, strengthens Resilient Democracy in Southern Africa. Resilient Democracy is inclusive, equitable, and sustainable consensus orientated democracy.

We strengthen resilient democracy through 5 impact areas:
monitoring democracy, strengthening institutions and systems, active citizens and leaders, strengthening democratic culture and climate and environmental democracy._

Position Summary


The Executive Assistant will be required to provide professional, efficient and timeous support to the Executive Director (ED) and Board of Directors (BoD) in close collaboration with Senior Management and on behalf of the ED.

This position will manage the efficient flow of information and communication to ensure expeditious dissemination and timely action.

The position performs a variety of governance support functions for the DWF Board of Directors in South Africa and all country offices.


This is a fixed term contract until the end of the project and is based on donor agreements and the availability of funds.


Areas of Responsibilities

Governance Support

  • Implementation of our annual board meeting and reporting schedule
  • Governance growth and development: manages and helps implement our governance development plan, which includes board expansion, board policy and org policy development (risk, incentivisation, etc), strategic plan development
  • Assistance in overseeing regional governance model and regional compliance adherence in collaboration with HoO
  • Assistance with drafting of ED Board report
  • Drafting of org annual report
  • Ensures regular relationship maintenance with central board and possible regional board members and substructures

Senior Management Team Support

  • Organises SMT meetings
  • Ensures organisational annual planner is communicated and adhered to, including meeting and reporting schedule
  • Ensures design and implementation of online Org dashboard and interim offline dashboard
  • Aids in ensuring deadlines on behalf of ED, in collaboration with HoO
  • Aids in enforcement of SMT action points and responsibilities on behalf of ED
  • Minutes SMT meetings
  • Drafts quarterly EO report with ED and ensures dissemination to Board, with versions for SMT and staff to advance transparency and internal democracy

Business Development Assistance

  • Monitors technical calls for proposals through donor platforms
  • Coordinates diverse pool of technical proposal writers
  • Provides SMT BD quarterly reports
  • Manages our proposal and opportunity pipelines

Executive Project Assistance

  • Helps coordinate implementation of Executive Projects
  • Ensures Executive project implementor and donor reporting
  • Works with HoO on executive project burn rate monitoring and expense tracking
  • Provides Executive project SMT and Board reporting

Executive Office Support

  • Maintains ED and org schedule and planner
  • Donor contractual compliance monitor: ensures EO tracking of donor and other contractual obligations, deadlines, deliverables and preps the ED for SMT and PM monitoring of deliverables and obligations
  • Institutional Risk monitor: keeps track of our risk monitor
  • Institutional events: helps Comms, Ops on behalf of ED with institutional events, regular organisational events
  • Monitors organisational Corporate Identity compliance with ED
  • Helps maintain strategic and org contact list together with Comms and SMT
  • Assists with Executive Office administration such as reconciling expenses, timesheets and leave tracking for the ED, and coordinate diary scheduling for the ED, and tracking of documents for ED signature.
  • Assists with Executive office archiving and shared folders
  • Assists with Executive Office drive for automation and tech efficiency
  • Keep up to date Executive Office records in soft copy and hard copy where required
  • Assisting colleagues whenever necessary on instruction of the ED and when possible.

Qualifications

  • Minimum of a Post graduate degree, Master's degree would be desirable

Experience, knowledge and key skills

  • Minimum 5 years' experience working with organisational/company leadership
  • Proven experience in working on, and/ or supporting governance issues: working with Board of Directors, Trustees and governance structures. Knowledge of corporate governance and compliance.
  • Proven, excellent communication skills including verbal and written English.
  • Proven leadership skills.
  • Analytical and strong diplomatic and political skills.
  • Strong organisational skills, with excellent verbal and written ability
  • Ability to work on own initiative, manage own time, work on deadline and manage conflicting priorities without supervision and upward referral.
  • Ability to liaise with a wide range of people, both internally and externally, and at many levels, with

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