Executive Assistant to The CEO

6 hours ago


Cape Town, South Africa Islamic Relief South Africa Full time

**Position Identification**
**Position Title**: Executive Assistant to the Chief Executive Officer
**Organisation**:Islamic Relief South Africa
**Location**:Cape Town (Head Office)
**Contract**: Twelve months fixed term with a view to permanency
**Reports to**: CEO
**Purpose of Position**:

- Providing comprehensive executive support to the CEO and Board of Trustees when required.
- The role works directly with the CEO to provide detailed calendar management; schedule meetings internally and externally; preparing for meetings, minute taking and documentation with accurate follow-up, as well as travel coordination for the CEO.
- The Personal Assistant works under their own initiative and plans their own workload as per the requirement of the CEO and personal workloads.

**Key Accountabilities**
**Executive support to the CEO**:

- Manage and act proactively in relation to the overall administrative, secretarial and support workload to make sure that the CEO is able deliver the organisation’s strategic plan effectively and efficiently.
- Take charge and maintain the CEO’s office, facilities, equipment, filing, storage and archiving.
- Brief the CEO on deadlines, meetings, priorities, tasks and work commitments.
- Develop a high level of awareness and understanding of the CEO’s workload and actions and ensure that he is prepared for meetings by identifying all the related documents, reports, briefing notes etc well in advance.

**Communication**:

- Handle confidential information in a professional and discreet manner making certain it is brought to the attention of the CEO and is acted upon accordingly.
- Ensure that the CEO is made aware of and updated on relevant internal and external issues and developments.
- Assist the CEO in managing and maintaining IRSA’s relationship with the wider IR family, peer agencies, top donors, VIPs and relevant government departments.

**Board of Directors (BoD)**:

- Coordinate and arrange the meetings of IRSA Board of Directors.
- Manage all logistics and travel requirements of the Board.
- Prepare and disseminate agenda and preparatory documents and/or reports at least 2 weeks prior to the meeting.

**Research and writing**:

- Undertake research as and when required, on a variety of topics related to International Development such as peer NGO trends; developments in the international development sector; etc.
- Research and draft speeches and presentations for both internal and external events, including speaking engagements at Parliamentary events, international conferences, and development think tanks.
- Research and write reports on behalf of the CEO, both regular reports to the Boards of Directors, IRW CEO and other topical reports as required.

**Educational Qualification**:

- Grade 12 with at least 7 years proven experience working as an executive personal assistant
- A nationally recognized Office Administration or Secretarial qualification or currently studying towards.

**Skills & Knowledge Required**:

- Excellent organisational skills and experience of arranging/coordinating meetings, conferences and events on an internationally basis.
- Strong interpersonal skills with a focus on customer service representing Islamic Relief.
- Highly-developed interpersonal and communication skills (both verbal and written).
- The position holder must have creative thinking, strong research skills and the ability to interpret data to develop workable solutions.
- Solid experience as personal assistant at a senior level.

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)



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