Personal Assistant to The CEO

1 day ago

Cape Town, South Africa National Sea Rescue Institute Full time

**Job Advert Summary**:
The purpose of the job is to provide executive secretarial and administrative support to the CEO, Board, and Committees to ensure efficient and effective operations of the organisation.

The NSRI has 50+ stations, satellite stations and Lifeguard premises across a volunteer network spanning 1500+ volunteers.

**Minimum Requirements**:

- Tertiary level qualification
- 10+ years in a senior secretarial/administrative role
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience supporting Board and Committees

**Desirable**:

- Project management experience.
- Background in NPO/Rescue sectors.

**Additional Requirements**:

- Flexibility in work hours, driver’s license, and own transport.
- Strong communication, interpersonal skills, confidentiality, and attention to detail.
- Time management, leadership qualities, and ability to work under pressure.

**Duties and Responsibilities**:
**Key Responsibilities**:
**CEO Support and Stakeholder Liaison**:

- Manage the CEO’s schedule, document approvals, and correspondence, ensuring optimal use of time and resources.
- Draft and compile reports, presentations, and documents as requested, maintaining confidentiality and professionalism.

**Governance and Compliance**:

- Provide comprehensive administrative support to Board and Committees, including preparing agendas, distributing documents, and accurately recording minutes.
- Track Board resolutions, ensuring timely implementation and compliance with statutory and organisational requirements.

**Strategic planning support**
- Manage the CEO’s schedule, document approvals, and correspondence, ensuring optimal use of time and resources.
- Draft and compile reports, presentations, and documents as requested, maintaining confidentiality and professionalism.

**Meeting Coordination and Documentation**:

- Organise and co-ordinate meetings, including scheduling, notifying participants, preparing agendas, and arranging logistics.
- Record and distribute minutes promptly, ensuring all action items are tracked and followed up.

**Logistics and Stakeholder Engagement**:

- Arrange travel, accommodation, and event logistics for the CEO, Board members, and stakeholders.
- Facilitate effective communication between the CEO’s office and internal/external stakeholders, ensuring sensitive information is handled with discretion.

**Strategic and Risk Management**:

- Assist in preparing strategic documents such as annual reports, organisational plans, and risk assessments.
- Maintain and update policies, procedures, and risk registers, ensuring alignment with organisational goals and standards.

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