Our client within the Voluntary Services Industry are looking to onboard an Executive Assistant for their Cape Town office.
There are four Chief Officers (COO; CKO; CFO; Deputy CEO) who together run the Voluntary Service, supporting the CEO on setting strategy, executing all deliverables, and upholding the vision, values and culture of the organisation. As their EA you will ensure that three of those Chief Officers (excluding Deputy CEO) are working efficiently, collaborating effectively between the four directorates, and delegating effectively to the Extended Leadership Team (ELT) – the 12 directors and assistant directors who report to the Chief Officers.
Your main reporting line will be the COO.
You must be able to exercise discretion and diplomacy at all times, whilst dealing with the complexity and multiple demands made of the Chief Officers both internally and externally. Additionally, you must be able to prioritise, think independently and make decisions, alongside demonstrating exemplary discretion and organisational skills.
Requirements As an EA to the team you will be supporting the Chief Officers to work effectively and efficiently to include: Extensive diary management, proactively managing calendars, and helping the Chief Officers to prioritise between them Booking all travel arrangements - including flights, trains, hotels, and taxis and adapting those arrangements where required Organising administrative tasks including booking meeting rooms, arranging team events, Leadership Team holiday management, minute taking, etc Maintaining a good understanding of the wider work of the Extended Leadership Team and planning framework to ensure consistency and continuity of leadership from the Chief Officers Collaborate closely with the CEO's Executive Assistant , ensuring the Chief Officers are sighted on the CEO's activity, to enable them to contribute and support as needed.
Use tools including Office 365, Teams, SharePoint and CoPilot tools to support Chief Officers.
Continually work to improve processes to drive automation and efficiency across the Chief Officers, and between them and the CEO, and the ELT.
Conduct desk research and prepare any reports or documents as may be needed by any of the Chief Officers to deliver their roles and enable their teams to be as effective as possible Problem Solving to include: Dealing with unforeseen/unexpected issues and managing changing priorties with limited guidance and with the confidence and understanding to act and make decisions Dealing with conflicting, confidential and often complex information with the ability to rapidly synthesise into options and or solutions Project Management to include: The facilitation of specific projects/programmes of work to ensure that the Chief Officers are fully briefed at all times and fully present when required.
This could include internal and external projects and programmes ranging from task and finish groups to long term collaborative endeavours Communication and Engagement to include: Strong influencing skills to manage stakeholder expectations on behalf of the Chief Officers Upholding the company values, policies and procedures Ability to maintain high levels of confidentiality To be successful in this role, you possess: Knowledge Extensive knowledge of business administration, gained through a relevant qualification or experience Willingness to undertake training and development Skills Manage workload from several sources and manage expectations accordingly in a diplomatic and constructive manner Resilience and ability to work in a high paced environment Exemplary organisation, planning and decision making skills Excellent communication skills across multiple channels, organisational levels and with multiple stakeholders Ability to build personal credibility with stakeholders and colleagues Able to achieve desired outcomes through influencing others Proficiency in MS Office applications, including strong Word, Excel, Outlook, PowerPoint skills.
Ability to learn new software and high level of digital/ IT literacy.
Demonstrable problem solving skills and thrives on finding solutions to problems and not afraid to manage conflict Evidence of impeccable professional discretion and diplomacy skills Proven ability to successfully prioritise multiple work tasks to meet strict deadlines in line with the internal and external customer expectations Demonstrable research and analysis skills, with experience of gathering, summarising and presenting information for varying audiences.
Excellent English writing, editing, grammatical, organisational, research and report presentation skills Experience Proven and recent substantial experience performing varied, complex and confidential support to executive-level directors, ideally working as an Executive Assistant at C-suite/Board level in an international organization.
Knowledge and experience of general PA/secretarial/administrative processes Experience with and a commitment to working with volunteers and/or volunteer led support groups Influencing and managing senior stakeholders on behalf of the CEO/Director level roles Experience taking minutes for Board and technical meetings, with an ability to grasp key information from wide- ranging discussions Benefits Office Based Role (eventually will move to a hybrid set-up) Competitive Salary Medical Insurance Allowance