Job Description

CapeNature seeks to appoint an Executive Assistant to manage the office of the Executive Director: Biodiversity Capabilities. The ideal candidate will provide high-level administrative support, collate reports, respond to inquiries and provide coordination support. The Executive Assistant will be responsible to oversee daily operations and communications of the executive director's office and for managing complex calendars, scheduling appointments and travel, and other administrative tasks. The Executive Assistant provides reliable and consistent support to the executive director, maintains and improves workflow efficiencies and ensures effective time management through proficient planning and preparation. The ideal candidate should have well-developed interpersonal, professional communication and excellent writing skills.

RESPONSIBILITIES:

1. Communications Management:

Responses to queries and requests received via telephone, emails, or letters. Ensure standardised submissions and reports for recommendation and or approval by the executive. Utilise the Electronic Document Management System (EDMS). Track and provide feedback on submissions and applications.

2. Administration and Reporting:

Implement and maintain a document management system. Manage and secure data. Compile information and collate reports and presentations. Ensure timeous responses to feedback on submissions, presentations and or reports.

3. Calendar and Meeting Management:

Manage and schedule appointments and meetings for the executive. Minute taking. Manage and confirm travel and accommodation arrangements for the executive and prepare itineraries and schedules in the calendar. Coordinate, schedule and manage meetings convened by the executive. Collate and coordinate the annual leave roster for the directorate.

4. Financial, Assets and Stores Management:

Manage, track and extract expenditure reports. Compile, submit and track the processing of claims, reimbursements and allowances for the executive. Procure and secure supplies, equipment, venues and services. Collate and review quarterly budget expenditure reports. Maintain assets and disposal registers.

5. Project Management:

Liaise with the office of the CEO, executive assistants, (SGR), and the office of the CFO to align and integrate corporate initiatives. Manage partnership portfolio for the directorate. Track and report on the implementation of the Performance Management System in the directorate. Facilitate the orientation and exiting of employees.

MINIMUM REQUIREMENTS:

Qualifications and Experience:

Minimum NQF 6 (National Higher Diploma or Bachelor's Degree) eqivalent qualification in Office Administration, Office Management, Public Administration, Business Administration. Valid EB (Code 8) Driver's license. No criminal record. 5 Years' relevant working experience: providing a secretarial or administrative support to an executive or senior management.

Recommendations:

Working experience in the nature conservation sector will be beneficial. Knowledge of Conservation Legislation and Biodiversity/Conservation Science will be beneficial. Knowledge of CapeNature's mission, vision, and values will be beneficial. Competencies: Bilingualism (2 official language of the Western Cape) with advanced proficiency in written English and high level of professionalism. Exceptional administration and organisational skills. Demonstrate excellent verbal and written communication, organising and planning, attention to detail, task-based coordination, time management, and client-focused skills required. Exceptional interpersonal, communication, writing, reporting and presentation skills. Advanced proficiency in Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Teams) and advanced computer literacy to use corporate software packages (including SAGE, SharePoint) Advanced facilitation and coordination skills. Ability to handle confidential information with discretion and professionalism. Be adaptable to various competing demands.

AS A PERMANENT EMPLOYEE OF CAPENATURE, YOU WILL ENJOY:

24 days of annual leave per annual leave cycle; A hybrid working system permitting remote work within limitations, where applicable. Comprehensive benefits for death, critical illness or injury linked to the Pension Fund for CapeNature employees; Staff discounts of up to 50% on CapeNature accommodation at reserves across the Western Cape; Opportunities for career progression and development through internal and external training interventions, and academic growth through the internal CapeNature Bursary Programme subject to Bursary Policy guidelines; Free access to CapeNature's Wellness Partner for you and your immediate household which includes professional counselling, financial, legal and health related advice; and The opportunity to positively impact the environment and promote a sustainable future.

Kindly Note:

Only suitable candidates who meet the minimum requirements will be considered. Shortlisted candidates may be required to undertake a competency assessment. CapeNature reserves the right not to make an appointment or to re-advertise a post should it be deemed necessary within its sole discretion. Remuneration negotiable within the range provided, depending on current remuneration package.


Apply via: https://capenature.simplify.hr/




Closing Date: 14 March 2025