Job Description

Purpose of the role:
The Senior Executive Assistant (EA) is the strategic and operational anchor of both the CEO's Office and the Office of the Regional Superior. The role provides advanced administrative, governance, operational and project coordination support to ensure exceptional leadership delivery.
The incumbent safeguards the smooth functioning of two principal offices, upholds the organisation's mission and values, and ensures that all workflows, engagements, documents, communication and relationships reflect professionalism, compassion, dignity, and organisational excellence.
This position requires a highly mature, agile, discreet and solutions-driven professional capable of managing competing priorities in a complex, multi-site, faith-based environment.
Mission and values alignment:
The role is deeply embedded in the ethos of the operation. All conduct, decision-making, communication and interaction must reflect: Love | Justice | Hospitality | Respect | Compassion | Patience
The EA acts as a custodian of these values, ensuring they remain visible in the daily operations of both the CEO's and Regional Superior's offices.
Key responsibilities:
Executive Support - CEO & Regional Superior (Dual Office)

• Provide full-spectrum executive support to both offices, balancing priorities professionally and sensitively.
• Manage complex calendars, travel, logistics, and daily workflow planning.
• Oversee all meeting preparation, including briefing packs, consolidated reports, speeches, talking points and presentations.
• Filter, triage and prioritise incoming requests to protect executive time and ensure strategic focus.
• Serve as gatekeeper for both offices, applying sound judgement, sensitivity and confidentiality.
• Maintain high-quality correspondence, drafting letters, statements, notices, and responses on behalf of both leaders.

Governance, Board & Secretariat Support

• Coordinate governance support for the Boards, Congregational structures, and subcommittees.
• Prepare board packs, action registers, agendas, governance calendars, resolutions, and minute-quality documentation.
• Produce high-standard minutes (shorter, business-focused minutes; more detailed minutes).
• Track governance follow-ups and ensure deadlines are met across executives, external advisers, and internal teams.
• Support statutory compliance requirements and document submissions in coordination with Legal, CFO, and external advisors.

Compliance, Legal, and Documentation Management

• Review service agreements, MOUs, SLAs, governance instruments and compliance documents for accuracy and red-flags.
• Maintain organised document control systems including versions, approvals, renewals, expiry dates, and sign-off workflows.
• Prepare summaries, risk flags, comparison tables and executive-ready briefing notes.
• Handle sensitive legal, regulatory, property, HR and financial documents with discretion and accuracy.

Project, Operational & Cross-Site Coordination

• Track, monitor and follow up on key regional projects (property developments, change programme, operational rollouts, conferences, events, and strategic initiatives).
• Consolidate progress reports and ensure issues are escalated early.
• Coordinate with CEOs, COOs, CFO, RHMs, Sisters, project managers, consultants and service providers.
• Maintain the CEO's master project tracker and ensure timely follow-through by all responsible parties.

Communication, Correspondence & Writing Support

• Draft and edit correspondence, statements, speeches, newsletters, notices, and organisational communications.
• Tailor tone and language appropriately for Sisters, staff, Board members, donors, partners, and external stakeholders.
• Quality-control outgoing communication for accuracy, tone, brand, and organisational alignment.

Office Systems, Administration & Information Management

• Manage digital filing systems, governance folders, CRM-based tools and structured document repositories.
• Ensure clean, accurate archiving and retrieval of information.
• Maintain templates, workflows, and operational processes to optimise executive efficiency.
• Oversee confidential HR, legal, financial and governance documentation.

Delegation, Travel & Event Protocol Management

• Manage local and international travel (flights, accommodation, itineraries, visa documents, airport transfers).
• Coordinate visits from international delegates, Sisters, CEOs, Board members and VIP guests.
• Assist in the organisation of conferences, retreats, AGM functions, workshops and events.
• Ensure cultural, congregational and protocol sensitivities are respected at all times.

Relationship & Stakeholder Engagement

• Build positive, respectful relationships with Sisters, staff, Board members, donors, partners and suppliers.
• Represent both offices professionally, warmly and in alignment with Catholic and Care values.
• Handle sensitive relational dynamics with discretion and emotional intelligence with discretion and emotional intelligence.

Qualification, Skills and Experience:
Minimum Requirements

• Tertiary qualification in Business Administration, Executive Support, Communication, Management or related field.
• At least 8 years in an executive-level support role, preferably supporting multiple principals.
• Proven experience in governance administration and executive office management.
• Advanced MS Office and digital systems proficiency.

Essential Competencies:

• Exceptional writing, editing and communication skills.
• High emotional intelligence and situational sensitivity (especially in religious or mission-based environments).
• Strong judgement, discretion and ability to handle confidential matters.
• Highly organised, meticulous attention to detail, excellent follow-through.
• Ability to manage competing priorities and deadlines across multiple sites.
• Calm under pressure; able to manage crisis or urgent scenarios effectively.
• Ability to engage diplomatically with diverse personalities and authority structures.

Preferred Attributes:

• Experience in NPO, social services, health care or faith-based organisations would be an advantage.
• Experience in governance, legal documentation, or board secretariat functions.
• Project management experience or certification.
• Ability to work partially remote while ensuring consistent delivery.

Working conditions:

• Hybrid work model (3 days in office/2 days at home) with presence required at the Cape Town office and convent.
• Some after-hours availability required due to travel, board schedules and urgent matters.
• Occasional travel to regional facilities (South Africa and neighbouring countries twice a year).
• Fast-paced environment with shifting priorities.

Reporting Conditions:

• Direct Reports to: Chief Executive Officer
• Dotted Line Support to: Regional Superior
• Works Closely With: Executive Team, Regional Office, Sisters, Legal Adviser, CFO, COO, Board Secretaries, and Regional Leadership Team.

Core Outcomes/Success Indicators:

• Seamless functioning of both principal offices.
• High-quality governance and board administration.
• Effective project follow-through and issue resolution.
• Confidentiality, discretion, and professionalism at all times.
• Strengthened communication and workflow between operational and congregational leadership.
• Increased executive efficiency and organisational alignment.

Skills Required