Joint Aid Management: Personal Assistant - CEO

Joint Aid Management (JAM)
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Thursday, 29 May, 2014
Opportunity type: 
Employment

Joint Aid Management (JAM) is a South African founded humanitarian nonprofit organisation that works to empower Africans to create better lives for themselves.

JAM seeks to appoint a Personal Assistant to the CEO, based in South Africa.

The Assistant to the CEO and co-founder is responsible to the CEO for the performance of highly technical, responsible, and confidential executive office functions without recourse to a supervisor.  Responsible to the CEO for executing with minimal direction the management of the CEO’s Office.
 
Responsibilities: 

  • Serve as  assistant to the CEO;
  • Represent the CEO and Co-founder of the Organisation in a professional and congenial manner in person, in telephone conversations, and in written correspondence and inter-staff communications;
  • Being able to lead discussions and take informed decisions in support of strategic objectives of the organisation
  • Consolidate reports for the CEO, and management;
  • Manage the handling of the logistics for the CEO;
  • Develop a quick and sound understanding of JAM and all JAM’s various activities;
  • Quickly assess each business/NGO contact and their environment and most effective ways of working/partnering;
  • Establish rapport with key people in the organization and consultants to JAM;
  • Understand key areas needing CEO’s attention and various programmes to meet these needs;
  • Telephone coverage, mail processing, ordering supplies, preparing and implementing bank deposits;
  • Draft letters and other correspondence for the CEO, including letters of gratitude, follow-up, agreement and letters of appreciation;
  • Discreet handling of confidential information;
  • Proofread and edit documentation;
  • Scan material for projects and publications;
  • Initiate effective and relevant inputs for high-end donors;
  • Participate in brainstorming sessions for various projects;
  • Assist with development and preparation of budgets for specific projects within the organization;
  • Update contacts and articles in the database, using database to export information, merge letters, make contact lists, produce labels, and prepare group emails;
  • Assist with filing and organization of information;
  • Maintain the office calendar, including the schedule for the CEO;
  • Maintain the CEO’s CV, training and technical assistance schedules, and notebooks;
  • Assist with travel arrangements for the CEO and Co-founder and maintain travel records;
  • Take notes and/or minutes at various meetings;
  • Prepare expense reports and reimbursement forms for the CEO and Co-founder;
  • Assist with general office administrative tasks as needed;
  • Assist with meeting planning as needed;
  • Attend and represent the CEO and/or Co-founder at seminars and conferences when they are travelling;
  • Assist with tasks related to marketing, registrations, development of the agendas and resource materials for meetings;
  • Assist with various personal tasks for the CEO and Co-founder. 

Requirements:

  • Bachelor’s degree and/or equivalent work experience;
  • Languages:  English is essential;
    • Portuguese will be an added advantage
    • Any of the other 11 languages is an advantage
  • Excellent interpersonal skills;
  • Excellent editing and proofreading skills;
  • Strong verbal and written communication skills;
  • Attention to accuracy and detail in all aspects of responsibilities;
  • Proficient computer skills, particularly with Microsoft Office, Word, Excel, and PowerPoint;
  • Experience scanning photographs and slides preferred;
  • Experience in working with a database;
  • Experience performing research utilizing the Internet;
  • Excellent organizational skills and confidentiality;
  • Knowledge of basic filing and organizational protocols;
  • The ability to follow directions, sometimes from multiple sources, and determine priorities;
  • Flexibility and a willingness to perform other reasonable duties as requested, including willingness and availability beyond office work hours.

Salary: R18 000 per month.

To apply, submit a CV and motivational letter to recruitment.sa@jamint.com.

Please quote the source of this advertisement in your application - NGO Pulse Portal.

Only shortlisted candidates will be contacted for interviews.

For more about Joint Aid Management, refer to www2.jamint.com.

For other vacancies in the NGO sector, refer to www.ngopulse.org/vacancies.

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Location: 
South Africa

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