Administrative Assistant at Peace Parks Foundation

DUTIES AND RESPONSIBILITIES

• Maintaining the Peace Parks Foundation Contacts Database: Responsible for maintaining an up-to-date contacts database for the organisation, ensuring that contact information is accurate and accessible to relevant team members.
• Coordination of internal meetings: This involves organising and scheduling meetings and being responsible for sending out meeting invitations, booking meeting rooms, and ensuring that all necessary materials are prepared and distributed.
• Administrative duties, including but not limited to the coordination of corporate meetings and reviews.
• Assist in organising corporate meetings and reviews, such as annual or quarterly meetings. This includes managing RSVPs, arranging venues, and handling logistical details.
• Processing of claims for the CEO:
• Handle the CEO's expense claims, ensuring accurate recording and processing in a timely manner.
• Assist in drafting various types of documents, such as letters or reports, using templates or guidelines provided.
• Administrative tasks as required by the Executive Office:
• Provide general administrative support to the Executive Office, including but not limited to electronic filing systems, managing correspondence, and coordinating logistics for special projects.
• Stand-in for the CEO’s Personal Assistant during times of absence.

 MINIMUM REQUIREMENTS

 This position requires a strong background in the administrative and/or secretarial field:

• National Senior Certificate.
• Valid driver’s license.
• Experience of at least three years in a similar role.
• Experience coordinating executive-level meetings.
• Excellent use of English: oral and written for writing, copywriting, and editing.
• Able to understand, read, write, and speak Afrikaans.
• Proficiency in Microsoft Office, including Outlook, and digital capability.
• Solid knowledge of using Microsoft stylesheets
• Development and use of systems for checking, follow-up, and creating efficiencies.
• Advanced Emotional Intelligence in interaction and communication.
• Culturally sensitive.
• Quality orientation with attention to detail for high levels of accuracy.
• Strong capability to multitask, organise, (re)prioritise, and streamline tasks.
• Proactive, solution-oriented, independent, and team-oriented.
• Be discreet with the ability to engage with sensitive and confidential information.