Excecutive Assistant

EXECUTIVE ASSISTANT VACANCY IN CAPE TOWN:
Tara Transform is invested in building a world where social justice and equality prevails. They work with clients in the development sector to advance gender equality; promote effective leadership and governance; and build a sustainable non-profit sector. Their clients include UN agencies; funders and funder intermediaries; non-profit organisations and academic institutions.

Through consulting, coaching, mentoring and capacity building, Tara Transform works with clients to co-create, design and facilitate strategies to advance social justice and equality. Their approach has led to long term relationships with clients who appreciate their ways of working, and their emphasis on quality and timely delivery.

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and the company. The Executive Assistant also serves as a liaison to clients, consultants, service providers and other stakeholders ; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities:
Executive Support:

- Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
- Communicates directly, and on behalf of the CEO, with others, on matters related to CEO's programmatic initiatives
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO and others; demonstrating leadership to maintain credibility, trust and support with clients, consultants, service providers etc.
- Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated
- Provides leadership to build relationships crucial to the success of the company and manages a variety of special projects for the CEO, some of which may include online or in person events.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, presentations, and other tasks that facilitate the CEO's ability to effectively lead the company
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Stakeholder Support and Liaison
- Serves as the CEO’s administrative liaison to stakeholders
- Assists with travel arrangements, lodging, and meal planning as needed
- Maintains discretion and confidentiality in relationships with all board stakeholders
- Adhere to compliance with applicable rules and procedures including advance distribution of materials before meetings in electronic/paper format.

Liaison with Consultants and Team Members
- Participates as a member of the Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda and minutes / actions of team meetings.
- Facilitates travel and outreach plans.

Communications, Partnerships, and Outreach
- Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the company in general
- Edits and completes first drafts for written communications to external stake holders
- Engages and follows up with media, and others on matters related to public relations, partnerships, speaking and other visibility opportunit