Executive Assistant to The CEO

3 weeks ago

Durban, South Africa Mercy Mission SA Full time

Key Responsibilities:
The Executive Assistant to the CEO will be responsible for carrying out his or her functions and responsibilities in accordance with Mercy Mission values and to be in charge of overseeing the organization's office operations and providing the CEO, Board of Directors, and executive team with complete support. This dynamic job involves the high ability to foresee needs, think critically, and present solutions to issues with a high level of professionalism and confidentiality. Duties and Tasks:
 Operate as the principal point of contact for all internal and external constituents regarding the CEO, especially those involving highly critical and important matters.

 To establish priorities and choose the best course of action, recommendation, or response, using discretion to take the organization's policy and the CEO's style into account.

 Manage the CEO's schedule with sophistication. As you resolve problems and give priority to inquiries and requests, the jobholder should also make decisions and suggestions to make daily interactions run well.

 Carry out a wide range of administrative duties to help the CEO lead the organization more successfully, such as:

- Keep the CEO well-informed of upcoming commitments and obligations by working closely with him,

Identify any relevant documents, reports, briefing notes, etc. well in advance. Develop a high level of awareness and understanding of the CEO's workload and actions. Assure that he is prepared for meetings.
- Gathering data for meetings with staff and external parties,
- When necessary, accompany the CEO to meetings.
- Record meeting and discussion minutes, and make sure that actions are taken as directed.
- Follow up with the team and direct reports on returnable (reports, feedback, and other commitments) to the CEO.
- Producing professional documents, reports, and presentations,
- Writing and preparing correspondence and maintaining contact lists,
- Maintaining, managing, and update the CEO's pertinent social networking sites, such as YouTube, WhatsApp, Facebook, Twitter, etc.
- Managing and maintaining Mercy Mission’s relationships with peer organizations, major donors, partners, VIPs, and pertinent government agencies.
- Helping with special events.

 Organize all travel and logístical needs.

 Restock office necessities like snacks, paper, office supplies, and printer ink.

Extend courtesy to all visitors and contribute to making a welcoming style.

 Take calls on the main line and react to questions.

 Distribute and process mail each day.

Provide a point of contact for the Mercy Mission Board of Directors by scheduling, drafting agendas, developing, collecting, and distributing presentation materials, taking minutes of meetings, and adhering to all regulations outlined in the bylaws with regard to board matters.

 Maintain an electronic and manual filing system that is secure and confidential.

 As and when necessary, do research on a range of international development-related themes, such as trends among other NGOs, changes in the industry, etc.

 Carry out any other duties assigned by the line manager that are related to the job purpose.

Skills and Knowledge:

- A future-focused thinker who actively looks for opportunities and makes suggestions.
- Superior verbal and written communication abilities.
- Has emotional maturity and proactive problem-solving techniques with sound judgment.
- Demonstrated ability to handle sensitive information with discretion and flexibility.
- Excellent attention to detail and strong organizational skills that demonstrate the capacity to carry out and prioritize many activities.
- Excellent interpersonal skills and the capacity to forge bonds with all parties involved, including staff, board members, outside partners, and donors.
- Highly resourceful team player who is also capable of working well alone.
- Proven ability to complete tasks on time and meet deadlines.

Proficient with Adobe Acrobat, Social Media web platforms, and Microsoft Office (Outlook, Word, Excel, and Power Point).
- Understanding of similar remote communication and management tools, such as MS Teams, Zoom, etc.
- A solid understanding of humanitarian efforts and international development.

Education and Work Experience:
Relevant diplomas are required with an executive experience of 5 to 10 years and a strong work history, particularly in the NGO sector.

The Core Values of Mercy Mission South Africa

**Salary**: R12,000.00 - R15,000.00 per month

Ability to commute/relocate:

- Durban, KwaZulu-Natal: Reliably commute or planning to relocate before starting work (required)

Application Deadline: 2023/07/21

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