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29 Mar 2019

Full-Time Assistant To The Executive Director

PMDMS – Posted by Boitumelo Midrand, Gauteng, South Africa

Job Description

The purpose of this position is to provide administrative and secretarial support to the Executive Director as well as
communication and logistical support for key meetings such as all Board and SubCom meetings.
The Assistant to the Executive Director will report to the Executive Director. The position will be based in Johannesburg– Milpark.

KPA1: Diary Management & Administrative Support
 Act as first point of contact by fielding calls, emails etc.
 Manage ED’s diary by prioritising, organising meetings and/or appointments
 Update meetings on IY’s national calendar
 Typing, compiling and preparing reports, updates and correspondence
 Liaising with staff, suppliers and clients and other stakeholders on behalf of ED
 Maintain organisation and pay attention to detail throughout the day to ensure all documents and
important contracts are filed and marked appropriately
 Draft documents, proposals and speeches and share with ED for input
KPA2: Manage ED Travel Logistics
 Manage ED’s travel itineraries (local and international)
 Reserve flights online and send to ED to confirm
 Attend to payment of flights, accommodation etc.
 Enter flight times on ED’s calendar
 Complete visa application and submit per process on behalf of ED
 Pay for visa application online
 Schedule visa appointments where necessary
 Complete insurance form and submit (taking note of T&C’s
 Pay for insurance online
KPA3: Manage/Support Board and SubCom Meetings
 Compile board and SubCom meeting packs by carrying out the following:
 Create meeting folders and subfolders, populate with all relevant documentation
 Share meeting folders with the relevant individuals and tagging them where their input is needed.
 Draft meeting agendas
 Consolidate inputs on the packs when required
 Sharing the meeting packs with all relevant individuals 7 days prior to the meeting
 Schedule all meetings on Webex
 Draft meeting summaries and circulate to the team
KPA4: Ad-hoc Support to Executive Team
 Provide ad-hoc administrative support to the executive Management Team as requested
 Business Development Department /Fundraising Department
– Assist with external communications and fundraising when requested to include posting weekly on our
social media platforms and respond to online inquiries.
KPA5: Governance
 Ensure compliance and up to date registration for NPO, PBO and other company level statutory
requirement
 Ensure that all updated governance documents (eg: NPO and PBO certificate) shared with Project Manager
to save on central depositor
 All documents are loaded onto the DSD’s NPO directory including audited financial statements and annual
reports

Job Requirements

Qualification & Competencies Required:  A related degree or national diploma  Secretarial Diploma or similar would be advantageous  Minimum of 3 – 5 years’ relevant work experience  Minimum of 2 years’ experience as a Personal Assistant  Experience in NGO sector would be advantageous  Driver’s license  Advanced level of proficiency in MS Office  Experience in preparing professional correspondence  Ability to communicate with high-level individual

Job Categories: Administrative Assistant. Job Types: Full-Time. Salaries: Market Related.

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