Executive Assistant


Gauteng, South Africa


Jul 13

South Africa has the highest number of people living with HIV in the world over 7 million people. To turn the tide on HIV and AIDS, we need to bring all sectors of society together and strengthen the community systems that support people. NACOSA is a networking organisation that brings communities together to tackle HIV and its impact on vulnerable people. We have a 19-year track record of working with donors, government and communities to strengthen community systems and turn the tide on HIV, AIDS and TB. We do this through mobilizing our network of over 1,900 organisations, promoting dialogue between government and affected people, building capacity with accredited training, mentoring and technical assistance and channeling resources to support service delivery on the ground, particularly for children and youth, key populations and women and girls.NACOSA is looking for a suitably qualified candidate for the position of Executive Assistant to provide support to the Executive Director. The successful incumbent will be responsible to managing day-to-day operational matters of the EDs office, as well as providing more high-level administrative and project management support. The Executive Assistant roleThe duties and responsibilities of the Executive Assistant will include but not limited to:Conserve the time of the ED by acting as the first line of communication for the EDs office.Manage the full diary of the ED, including scheduling appointments, confirming attendance, booking meeting rooms, etc.Regularly remind the ED of key upcoming meetings or priorities to ensure the highest-level issues are prioritized. Provide support and assistance to the ED on more personal level, for example, collecting or dropping off goods and services required by the ED. Regularly meet with the ED to discuss priorities and do planning.Prepare any information needed for meetings, such as board packs or meeting agendas.Manage all travel arrangements (flights, accommodation, car hire, etc.) for the ED in an effective manner and ensure adequate and complete travel information is made available in a timely manner.Attend Board and other meetings, take detailed minutes, distribute, and obtain signatures of all parties.Follow-up / project manage key deliverables agreed between the ED and management team members to ensure progress is continuous and aligned to planning. Ensure a proper filling system is in place and filed in accordance with the requirements of good corporate governance.Prepare proforma documents such as presentations, agendas, and board resolutions as needed from time to time.Undertake basic research to gather relevant information as requested by the EDProof-read all documents submitted to the ED for signature such as letters and contracts, to ensure these appear in order in accordance with its intended purpose. Handle and screen all the ED's calls and take accurate and useful messages.Compile draft correspondence to be circulated from the EDs office.Reconcile information on the EDs spend (example claims, or credit card slips) and ensure that adequate information is provided to Finance or HR for processing.Keep updated list of telephone and email details of all important role-players.Coordinate monthly timesheets and leave information of the management team for signature.Manage the physical and electronic traffic that goes through the EDs officeAct as a gate keeper to allow the ED to focus on strategic issues.

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NACOSA is a network of over 2,500 civil society organisations working together to turn the tide on HIV, AIDS and TB in Southern Africa.