Executive Assistant

Executive Assistant – Hillcrest
Position: Executive Assistant
Opportunity Type: Fixed Term Contract
Start Date: 1st July 2022
Location: THINK Head Office – Hillcrest
Application Closing Date: 17 June 2022
THINK is a non-profit organisation dedicated to improving the lives of those affected by TB and HIV. As a health delivery and research organisation, THINK engages with the local community, government consortia, and international funders to provide care for over 100,000 people in KwaZulu-Natal and carry out cutting-edge clinical research that has already contributed to changing treatment guidelines internationally and locally.
The Executive Assistant will work directly with and provide high quality executive personal assistance and administrative support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO). The incumbent must be highly professional and can multi-task short and long-term projects. Ensure all secretarial and administrative duties are fulfilled and professionally delivered.
The Executive Assistant will be based in KwaZulu-Natal Province in Hillcrest. The position requires maturity, flexibility and willingness to assume varied duties and projects.
Duties and Responsibilities include but not limited to:
Maintain office systems, including filing of documents related to donors, contracts, strategic plans, activities, reports, and finances Meet and greet visitors at all levels of seniority from within and outside THINK
Manage incoming emails, screen and answer phone calls, enquiries and requests, and handling them
Complete a broad variety of administrative tasks for the CEO and CFO’s Office including managing an extremely active calendar of appointments and composing and preparing correspondence that is sometimes confidential
Coordinate and assist with statutory duties such as CIPC filing, and etc.
Attend to Board and EXCO meetings for minute taking and distribution internally and externally
Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel related meetings
Manage and coordinate company events including arranging catering and venue booking
Plan, coordinate and ensure the CEO and CFO schedule is followed and respected
Maintain stakeholder data sheet
Communicate directly, and on behalf of the CEO and CFO with staff, donors and other stakeholders, on matters related to CEO and CFO’s programmatic initiatives
Ensure necessary records are maintained that readily provide current, accurate, filed and accessible information
Board governance: ensure board packs and technical advisory committee logistics are arranged timeously
Research, prioritise, and follow up on incoming issues and concerns addressed to the CEO and CFO, determine appropriate course of action, referral, or response
Provide a bridge for smooth communication between the CEO and CFO’s Office and internal departments; demonstrate leadership to maintain credibility, trust and support with senior management staff
Prioritise conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion often with deadline pressures
Serve as the CEO and CFO’s administrative liaison to THINK’s staff and relevant stakeholders
Maintain discretion and confidentiality in relationships with all stakeholders
Coordinate grant administration and application process
Preparation and proof-reading of agreements, proposals, and reports
Communications, Partnerships, and Outreach: Edit and complete first drafts for written communications to funders and external stakeholders
Promote relationship with national, continental and international partners
Be passionate about making the difference and add value to THINK
Perform other duties as required
The Executive Assistant must possess and be able to demonstrate:
A minimum of 4 – 5 years relevant industry experience in executive personal assistance
Secretarial/Administration/Bookkeeping Diploma or related Degree
Proficient computer literacy with advanced levels in SharePoint, MS Word, Excel, Power point and Outlook – Certificate in MS Office or Communications is an advantage
Strong coordination and people management skills
High proficiency in spoken and written English
Strong communication, analytical and problem-solving skills
Excellent administrative skills
Excellent multi-tasking, time and stress management skills
Must have a valid driver’s license and own transport
Clean Criminal Record
Please Note:
Applications are invited from suitably qualified candidates for appointment soonest.
Only shortlisted candidates will be contacted.
Personal information collected is processed lawfully in terms of the Protection of Personal Information Act (POPIA).
Please consider your application unsuccessful if you have not been contacted within four weeks of the closing date.
THINK reserves the right in special circumstances to accept late applications or to extend the above date in order to facilitate further searches.
Furthermore, THINK reserves the right not to make an appointment.
Internal applicants will get preference for shortlisting.
THINK is unable to provide relocation assistance.
Applications are only accepted if received via the online form below:
To apply for this position please provide the required information below including your CV, highest qualification and most recent payslip as well as a certified copy of your work permit and professional body registration certificate(s) if applicable.
Please note that only shortlisted candidates will be contacted, so if we do not contact you within 4 weeks of the closing date, please consider your application unsuccessful.
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Applications are only accepted if received via the online portal website

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