About the Organisation
ACT Ubumbano is a network of Southern African and European organisations working for economic, gender and environmental justice. They do this by facilitating critical reflection on our social justice practice, listening to the voices of those who are most affected by injustice, and supporting innovative and collaborative solidarity initiatives that address unjust power relations globally.
About the Job
The Executive Assistant (EA) provides high-level administrative, coordination, and organisational support to ensure the effective and efficient functioning of the Director’s role and the overall operations of ACT Ubumbano.
The purpose of the role is to enable the Director to focus on strategic leadership, stakeholder engagement, fundraising, governance, and programme oversight by managing schedules, correspondence, information flows, documentation, and key administrative processes. The EA will work closely with the Director, Programme Manager, Coordinator – Administration & Logistics, and relevant Board members, playing a central role in supporting organisational coordination, governance processes, stakeholder engagement and strategic priorities.
Key Responsibilities
Executive and administrative support to the Director
Provide comprehensive administrative and executive support to the Director, including diary management, scheduling of meetings, and coordination of priorities.
Manage the Director’s correspondence, including drafting, proofreading, and responding to emails and other communications on behalf of the Director where appropriate.
Prepare briefing notes, background documents, presentations, and talking points for meetings, donor engagements, solidarity hubs, and public or stakeholder events.
Support the Director in tracking follow-ups and actions arising from meetings, ensuring timely completion.
Governance and Board support
Support the Director in convening Board meetings, including:
–– Preparing agendas in consultation with the Director.
–– Coordinating Board calendars.
–– Preparing and circulating Board packs and documentation.
–– Recording, finalising, and securely storing minutes and resolutions.
Act as a liaison point between the Board and staff, as delegated by the Director, ensuring effective communication and information flow.
Maintain an organised and up-to-date governance filing system, including policies, Board decisions, and statutory documents.
Organisational coordination and internal communications
Support coordination across ACT Ubumbano staff to ensure alignment between strategic priorities, programmes, and operational activities.
Assist in the preparation of organisational plans, reports, and strategy documents under the direction of the Director.
Coordinate internal meetings, staff planning sessions, and organisational reviews, including logistics, documentation, and follow-up.
Support internal communications and knowledge management processes, including document management and version control.
Fundraising and donor administration support
Provide administrative support to fundraising and donor management processes, including:
–– Supporting the coordination, preparation, formatting, and submission of funding proposals and related documentation.
–– Assisting with donor correspondence, contracts, and reporting timelines.
Maintain a tracking system for donor proposals, reports, and key deadlines.
Support the Director with the compilation and submission of donor and progress reports, in collaboration with the Programme Manager.
Stakeholder and external engagement support
Assist the Director in managing relationships with stakeholders, partners, networks, and collaborators across Southern Africa and internationally.
Coordinate logistics and documentation for stakeholder forums, solidarity hubs, and high-level external meetings.
Facilitate communication and follow-up with partners and stakeholders as delegated by the Director.
Other organisational tasks
Attend and participate in staff meetings, organisational reviews, planning processes, and other meetings related to the work of the organisation.
Contribute to team-wide communications, organisational learning, and ACT Ubumbano-wide events and discussions.
Carry out any other reasonable tasks related to the role as assigned by the Director.
Requirements
Educational Qualifications
Undergraduate Degree in Administration, Management, Social Sciences, Development Studies, or a related field, or equivalent relevant work experience.
Experience
3–5 years’ experience in an executive, personal assistant, or senior administrative support role, preferably within an NGO, civil society, faith-based, or social justice organisation.
Experience supporting senior management or leadership roles.
Experience working in or with organisations engaged in social justice, development, or advocacy work in Southern Africa is an advantage.
Experience supporting governance processes, including Board or committee work, will be a strong advantage.
Technical Competencies (Knowledge, Skills, and Abilities)
Strong organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills in English.
Strong attention to detail and ability to produce accurate, high-quality documentation.
High level of discretion and ability to handle confidential and sensitive information.
Strong interpersonal skills and ability to work with diverse stakeholders at different levels.
Ability to work independently and proactively in a flexible, often remote, working environment.
Intermediate to advanced MS Office competency (Word, Excel, Outlook, PowerPoint); comfort working with online collaboration and document-management tools.
Experience using Share
Ability to synthesise information and present it clearly and concisely.
Other Requirements
Ability and willingness to travel both locally, regionally, and internationally as required.
Openness to work outside regular official working times.
A driver’s license is an advantage.
To apply
To apply, email your application by Tuesday 6 October 2026 to melissa@actionappointments.co.za
