Job Description

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Purpose of Role

Allan & Gill Gray Philanthropies Africa (AGGP) is a multi-national philanthropic group with operations in South Africa, Kenya, Ethiopia, and Rwanda. Our vision is to attack poverty by investing in, nurturing, and empowering entrepreneurs and leaders who create meaningful employment and embody ethical leadership.



We are seeking a highly organised and proactive

Executive Assistant

to provide comprehensive support to our

Group CEO

.



This pivotal role requires exceptional administrative, communication, and coordination skills to ensure the CEO's office runs efficiently and effectively enabling the CEO to focus on driving AGGP's mission.

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Objectives of Role

The role of Executive Assistant within AGGPA serves to support the CEO and Chairman of the Board of AGGPA, as well as provide support to the Exco as and when required

Manage the CEO's calendar, meetings, and local/ international travel arrangements. Prepare and review correspondence, reports, and presentations for the CEO. Act as the primary liaison between the CEO and internal/external stakeholders. Coordinate strategic initiatives and track follow-ups to ensure timely execution. Handle confidential information with the utmost discretion. Assist with board and leadership meeting preparations, including agendas and minutes. Assist with personal matters as required.

Board:

Schedule annual board meetings for AGGPA and AGGPR Prepare annual board meeting schedule for all entities Load board packs onto Diligent board software for AGGPA, AGGPSA, Funda Wande and various committees Facilitate the signing of board minutes and resolutions for all entities Communicate with directors about meetings and board packs Plan and manage Annual Board Summit logistics Act as liaison between all local and international philanthropic entities in the group Receive and respond to external domestic and international fundraising requests , and log responses. Book and manage two Group Exec Summits per year.

Finance:

Submit invoices for payment Prepare, get signed and submit documents to add vendors to payment system Prepare, get signed and submit monthly reconciliations for credit cards Assist with audit by sending out all the financial statements for signature Edit financial statements where necessary Submit signed financial statements, schedules of difference and letters of representation to audit firm Submit to the auditors the annual directors emolument forms for all entities.

Leadership:

Manage the office coordinator and provide support and guidance.

AGGPA General:

Facilitate the implementation of the Talent gift policy relating to birthdays, awards, anniversaries, condolences, etc. Order flowers when requested. Find and book meeting venues for events. Book travel for Exco members as needed. Schedule and manage the Group Audit committee meetings annually. Book travel for Jasiri Programme Talent coming where necessary. Schedule East Africa Exco meetings
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Experience and Qualifications

Bachelors Degree (3 years) / NQF level 7. 7- 10 years' Proven experience as an Executive Assistant in a similar senior administrative role. MS Office - Expert level (Excel, Word, PowerPoint essential). Strong written and verbal communication skills. Experience in multi-national or cross-cultural environments is advantageous.
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Competencies

Key competencies and skills

High level of integrity and professionalism accountability Influence Initiative Listening Reliability Quality-oriented Service-oriented

Technical skills

Commitment to the philanthropic mission and values of AGGP Integrity and discretion in handling sensitive matters Proactive and solution orientated mindset Effectively handling detailed information and being consistently attentive to details. Administrative skills Communicating, computing, organising, planning, scheduling, or staffing. Focus on quality Setting high quality standards and striving for continuous improvement to secure quality. Negotiation: Effectively exploring alternatives Numerical skills: Ability to reason and apply fundamental numerical concepts Organising- Can marshal resources to get things done. Uses resources effectively and efficiently. Arranges information and files in a useful manner. Time management: Concentrates his/her efforts on the more important priorities. * Gets more done in less time than others. Can attend to a broader range of activities.