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Executive Personal Assistant/Events Coordinator position

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1 year ago.

Organizational Description

The Oprah Winfrey Leadership Academy for Girls (The Academy) is a world-class educational platform for girls which is aimed at nurturing a new generation of dynamic women leaders. This residential boarding school is situated in Meyerton, Gauteng Province with just over 300 students enrolled in Grades 8 -12. Grade 12. Students write the Independent Examination Board (I.E.B.) NSC Examination.

Applications are invited from suitably qualified candidates. Applications must be accompanied by a covering letter, CV with names of three contactable references, copy of the highest qualification(s) and the copy of identity. Interested candidates must register their profile at www.pnet.co.za. 

Learn More about OWLAG
Starting Date
Hiring Department
This Position Reports to
Remuneration
January 10, 2023
Office of the Executive Director
Executive Director
Info not provided

Job Purpose

Provide comprehensive support to the Executive Director, Board of Directors, and Executive Team and managing the organization’s office operations, including working remotely with the Foundation team in the USA.

Co-ordinate, oversee and provide a superior front line office and events support service to the Executive Director ’s Office by ensuring delivery of a consistent and uniform quality service to all internal and external Academy stakeholders.

Support the Communications Practitioner/ Special Projects Coordinator to ensure that projects run smoothly. Uphold the Academy’s values in all interaction and engagements with internal and external stakeholders.

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Minimum academic requirements & experience

  • A National Diploma in Office Administration or an equivalent qualification.
  • Five years’ experience in providing administrative support to top management within a reputable institution.
  • Three to five years’ experience in events coordination.
  • Proven event coordination experience.
  • Proven report and minute taking writing and research skills.
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Key responsibilities

  • Assist the Executive Director with daily administrative duties and complete a broad variety of administrative tasks that include managing the electronic diary, preparing correspondence; arranging complex and detailed travel local and international plans, itineraries and agendas; and compiling documents for meetings.
  • Communicate with all stakeholders on behalf of the Executive Director.
  • Work with the Executive Team and the Communications Practitioner to coordinate the Executive Director’s outreach activities. Follow up on contacts made by the Executive Director to cultivate ongoing relationships.
  • Coordinate meetings and strategic activities with the Executive Team (EXCO) and the Executive Director.
  • Draft reports, letters, proposals on behalf of the Executive Director.
  • Support the Executive Director with her external commitments related to the Academy, including service on external boards, committees and other groups.
  • Serve as the Executive Director’s administrative liaison to the Board of Directors and manage Board activities, which include coordinating Board meetings and dinners, arrange accommodation and travel for out-of-town Board members.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Executive Director’s style and organization policy
  • Maintain housekeeping standards in receiving visitors, clients, staff and leadership to the Executive Director’s office.
  • Maintain a professional, positive and service disposition, when receiving guests to the Executive Director’s office and ensure all guests are registered and approved to be on the Academy’s premises and immediately escalates visitor registration breaches to safety and security.
  • Provide project management support for the Academy’s projects and events per the annual events calendar.
  • Ensure that the costs of events are planned within budget to avoid overspending.
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Knowledge, Skills and Attitude

  • Ability to maintain high levels of integrity and discretion in handling confidential information.
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Commitment to service delivery excellence through facilitation of efficient and effective personal assistant services.
  • Ability to conduct basic research and present data in a succinct and well-written manner.
  • Ability to work independently and with professional discretion.
  • Excellent writing, editing, grammatical, organizational, and research skills.
  • Ability to make appropriate, informed decisions regarding priorities and available time.
  • Ability to work with a broad range of people including board members, senior leadership, external stakeholders, learners, staff, and others.
  • Excellent project management skills.
  • Excellent diary management skills.
  • Excellent attention to quality, accuracy and thoroughness.
  • Ability to maintain calm under pressure and listening to the views of others.
  • Ability to be flexible, yet assertive in maintaining the Academy’s standards and protocols.
  • Reliable, conscientious, organized and professional.
  • Strong communication skills and a bias toward collaboration.
  • Ability to work independently, take proactive decisions within scope of decision making and multi-tasking.
  • Ability to work under pressure and adhere to tight deadlines.
  • Advanced computer literacy and presentation skills.
  • Demonstrated experience in multitasking and managing a variety of priorities.
  • Strong organizational and coordination skills.
  • Knowledge of the Academy’s Values and exemplifies behaviours of Respect, Honour, Service Excellence, Compassion, Responsibility and Accountability.
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Scholarship Application Statement

Oprah Winfrey Leadership Academy School for Girls

The Oprah Winfrey Leadership Academy for Girls strives to provide a nurturing educational environment for academically gifted girls who come from impoverished backgrounds.

In an effort to preserve the Academy’s mission by awarding scholarships to deserving learners from impoverished communities, the Academy welcomes the appointment of AFRIZAN PEOPLE INTELLIGENCE to provide learner recruitment services for the Academy’s 2023/24 intakes.

With over 30 years of experience in recruitment, Afrizan is able to deliver a consistent and specialised approach towards learner recruitment.

Prospective applicants must direct all admission queries to admissions@afrizan.co.za to find out more about 2023/24 applications.

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