Executive Assistant: Exco

2 weeks ago

Cape Town, South Africa Jakes Gerwel Fellowship Full time

**Purpose of Role**:
The Jakes Gerwel Fellowship is an NGO with the vision to improve schools in South Africa through our fellows, who are expert teachers, educational leaders and social entrepreneurs.

Act as Executive Assistant to the Exco Team. Provides administrative and logístical support and ensures the smooth running of the executive office.

**Objectives of Role**:
**1. CEO Personal**:
**Excecutive Support/Calendar Coordination**
- Utilises computer software packages/tools to produce correspondence, spreadsheets and reports
- Minutes of meetings, transcribes, types up and distributes minutes/agendas
- Sets up and maintains an electronic filing system
- Reacts to urgent requests/issues and contacts relevant executive
- Follows up on minute action points and other deadline issues on behalf of Chief Executive Officer
- Acts on behalf of executive as specifically authorised
- Drafts presentations, programmes and letters
- Interacts with and hosts visitors to the Fellowship
- Responds to request from Talent for information and/or for specific assistance relating to administrative support
- Schedules electronic meetings in Outlook/Ms Teams

**Travel**
- Completes travel expense summaries and reconciliations
- Responds to changes in travel arrangements and makes alternative bookings
- Organises visas, vaccinations and foreign exchange for overseas travel
- Co-ordinates the booking of all travel arrangements and transport as requested

**2. Executive Office/Strategy**:

- Utilises computer software packages/tools to produce correspondence, spreadsheets and reports in relation to strategic objectives and requirements
- Plans and organises special events/workshops and meetings as specifically requested
- Compiles, collates and distributes conference/meeting material
- Drafts costing for all aspects of events, e.g. venue, transportation, travel costs etc. for approval
- Distributes invitations, arrange facilities and catering requirements for all executive management meetings
- Liaises with service providers and suppliers associated with areas of responsibility
- Completes event and travel expense summaries and reconciliations
- Conducts post event and travel evaluations
- Perform other duties as assigned, including ad-hoc tasks and projects, to support the overall objectives of the team and organisation

**3. Board**:

- Consolidate Board meeting programme and activity plan for the Fellowship
- Consolidates reports for the Board of Trustees and compiles board packs
- Communicates with trustees on the activities of the Fellowship
- Co-ordinates logístical arrangement for Trustees including travel and venue bookings

**Experience and Qualifications**:

- **Education**: Relevant Diploma
- **Experience**:5+ years relevant experience
- **Skills**: Specialised Computer literacy, Ability to operate under pressure
- **Additional**: Valid drivers license and own car, willing to use for work purposes as and when required

**Competencies**:

- Adaptability
- Communication skills - written and verbal
- Attention to detail
- Judgement
- Service excellence
- Project management skills
- Problem-Solving: Proactive approach to identify and address issues.
- Ability to work independently and collaboratively

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