About the Organisation
Hlanganisa Community Fund for Social and Gender Justice is an intermediary grant maker supporting grassroots initiatives that promote human rights and social justice. Focused on marginalized communities across Southern Africa, it advances social accountability through grant-making, capacity building, and advocacy. With over 15 years of experience, Hlanganisa has partnered with over 800 community-based organizations, providing training and support for sustainable, resilient communities. The organization is committed to fostering gender and environmental justice, transparency, and community-led solutions.
About the Job
The Executive Assistant will provide professional and high level executive assistant support to the CEO’s office; by building and maintaining professional relationships with Hlanganisa stakeholders and to ensuring that executive office administrative systems function effectively.
Key Responsibilities
Relationship Management
Represent Hlanganisa as first line of contact to the office including responding professionally and building supportive relationships with stakeholders
Maintain accessible efficient and open communication channels with all external stakeholders telephonically, electronically and/or via face to face as required.
Resolving stakeholder queries in a manner that maintains the professional image of the CEO’s office
Professional support
On request, research background information on key topics in order to draft documents and reports on behalf of the Executive office
Draft professional incoming and outgoing correspondence on behalf of the CEO and respond to requests and queries, where required
Calendar Management
Plan and schedule the CEO’s annual, quarterly, monthly, weekly and daily plans and tasks as required
Manage the CEO’s activities on a daily basis, co ordinating entries/changes in the diary to ensure a streamlined sequencing of appointments
Schedule in person or online meetings via the electronic diary management system
Meetings Management
Plan, arrange and convene meetings
Prepare meeting agendas in conjunction with the CEO or meeting organiser
Scribe and circulate minutes for internal management and staff meeting, (excluding Board meetings)
Travel Arrangements
Coordinate travel, accommodation and car hire for CEO and Executive Management as required and as per policy
Confirm bookings and collate itineraries, communicating individual itinerary arrangements to the CEO and other travellers
Reconcile all travel related accounts, booked through the CEO office and submit to finance monthly
Office Admin and filing
Type reports and documents on behalf of the CEO and distribute timeously to recipients
Reply to emails, what’s app and other communication channels in a professional and prompt manner
Provide any other administrative support as and when required
Requirements
Related Tertiary Gradate qualification
5 – 7 years’ working experience, with a minimum of 3 years in a similar position working with an executive leader
Intermediate/advanced level of computer literacy and proficiency (MS Word; PowerPoint); Intermediate level of Excel
Very strong time management, planning and organising skills
Outstanding written and verbal communication skills
Previous work experience in the NGO sector, working with donors and government and CBOs (preferable)
To apply
In order to apply, email your application by Friday 06th December 2024 to tracy@actionappointments.co.za - send your completed AA bio form, letter of motivation and updated CV (all in MS Word format).
About the Organisation
Hlanganisa Community Fund for Social and Gender Justice is an intermediary grant maker supporting grassroots initiatives that promote human rights and social justice. Focused on marginalized communities across Southern Africa, it advances social accountability through grant-making, capacity building, and advocacy. With over 15 years of experience, Hlanganisa has partnered with over 800 community-based organizations, providing training and support for sustainable, resilient communities. The organization is committed to fostering gender and environmental justice, transparency, and community-led solutions.
About the Job
The Executive Assistant will provide professional and high level executive assistant support to the CEO’s office; by building and maintaining professional relationships with Hlanganisa stakeholders and to ensuring that executive office administrative systems function effectively.
Key Responsibilities
Relationship Management
Represent Hlanganisa as first line of contact to the office including responding professionally and building supportive relationships with stakeholders
Maintain accessible efficient and open communication channels with all external stakeholders telephonically, electronically and/or via face to face as required.
Resolving stakeholder queries in a manner that maintains the professional image of the CEO’s office
Professional support
On request, research background information on key topics in order to draft documents and reports on behalf of the Executive office
Draft professional incoming and outgoing correspondence on behalf of the CEO and respond to requests and queries, where required
Calendar Management
Plan and schedule the CEO’s annual, quarterly, monthly, weekly and daily plans and tasks as required
Manage the CEO’s activities on a daily basis, co ordinating entries/changes in the diary to ensure a streamlined sequencing of appointments
Schedule in person or online meetings via the electronic diary management system
Meetings Management
Plan, arrange and convene meetings
Prepare meeting agendas in conjunction with the CEO or meeting organiser
Scribe and circulate minutes for internal management and staff meeting, (excluding Board meetings)
Travel Arrangements
Coordinate travel, accommodation and car hire for CEO and Executive Management as required and as per policy
Confirm bookings and collate itineraries, communicating individual itinerary arrangements to the CEO and other travellers
Reconcile all travel related accounts, booked through the CEO office and submit to finance monthly
Office Admin and filing
Type reports and documents on behalf of the CEO and distribute timeously to recipients
Reply to emails, what’s app and other communication channels in a professional and prompt manner
Provide any other administrative support as and when required
Requirements
Related Tertiary Gradate qualification
5 – 7 years’ working experience, with a minimum of 3 years in a similar position working with an executive leader
Intermediate/advanced level of computer literacy and proficiency (MS Word; PowerPoint); Intermediate level of Excel
Very strong time management, planning and organising skills
Outstanding written and verbal communication skills
Previous work experience in the NGO sector, working with donors and government and CBOs (preferable)
To apply
In order to apply, email your application by Friday 06th December 2024 to tracy@actionappointments.co.za - send your completed AA bio form, letter of motivation and updated CV (all in MS Word format).
