Position Identification

Position Title: Executive Assistant to the Chief Executive Officer

Organisation: Islamic Relief South Africa

Location: Cape Town (Head Office)

Contract: Twelve months fixed term with a view to permanency

Reports to:CEO

Purpose of Position

  • Providing comprehensive executive support to the CEO and Board of Trustees when required.
  • The role works directly with the CEO to provide detailed calendar management; schedule meetings internally and externally; preparing for meetings, minute taking and documentation with accurate follow-up, as well as travel coordination for the CEO.
  • The Personal Assistant works under their own initiative and plans their own workload as per the requirement of the CEO and personal workloads.

Key Accountabilities

Executive support to the CEO:

  • Manage and act proactively in relation to the overall administrative, secretarial and support workload to make sure that the CEO is able deliver the organisation’s strategic plan effectively and efficiently.
  • Take charge and maintain the CEO’s office, facilities, equipment, filing, storageand archiving.
  • Act as the first point of contact for the CEO addressing queries in a polite and courteous manner, as representative of the CEO.
  • Manage the CEO’s diary and arrange meetings accordingly for external and internal members.
  • Brief the CEO on deadlines, meetings, priorities, tasks and work commitments.
  • Develop a high level of awareness and understanding of the CEO’s workload and actions and ensure that he is prepared for meetings by identifying all the related documents, reports, briefing notes etc well in advance.
  • Accompany the CEO at meetings when required.
  • Follow-up on returnables (reports, feedback and other commitments) from HOD’s,managers and direct reports to CEO.
  • Take minutes for meetings and discussions and ensure action points are followed up.


  • Respond and act proactively in relation to all correspondence such as e- mails, telephone calls, invitations and letters etc.
  • Handle confidential information in a professional and discreet manner making certain it is brought to the attention of the CEO and is acted upon accordingly.
  • Communicate the CEO’s work schedule/diary accordingly.
  • Act as the data protection hub for the CEO’s office.
  • Ensure that the CEO is made aware of and updated on relevant internal and external issues and developments.
  • Assist the CEO in managing and maintaining IRSA’s relationship with the wider IR family, peer agencies, top donors, VIPs and relevant government departments.
  • Maintain manage and update the CEO’s relevant social networking platforms i.e. WhatsApp, Facebook, Twitter etc. when requested

Board of Directors (BoD)

  • Coordinate and arrange the meetings of IRSA Board of Directors.
  • Manage all logistics and travel requirements of the Board.
  • Prepare and disseminate agenda and preparatory documents and/or reports at least 2 weeks prior to the meeting.
  • Act as the minute taker and follow-up on action points from BoD and other executive level meetings as required.
  • Collate and archive all related documents.
  • Ensure that all material is ready for the meeting in a timely manner.
  • Support the CEO and the BoD in the implementation of their strategy.

Project Management:

  • Where necessary, lead on specific projects or pieces of work arising from the organisation’s strategic and operational plan such as carrying out internal and external surveys or research, organising events for the CEO.

Research and writing:

  • Undertake research as and when required, on a variety of topics related to International Development such as peer NGO trends; developments in the international development sector; etc.
  • Research and draft speeches and presentations for both internal and external events, including speaking engagements at Parliamentary events, international conferences, and development think tanks.
  • Research and write reports on behalf of the CEO, both regular reports to the Boards of Directors, IRW CEO and other topical reports as required.


  • Supporting Islamic Relief events and representing the organisation as required.
  • Any other duty within the scope of the role determined by the CEO.
  • Comply with IRSA’s policies, procedures, values and Islamic principleswhen undertaking this role.

Educational Qualification:

  • Grade 12 with at least 7 years proven experience working as an executive personal assistant
  • Proficient in computer technology especially Microsoft Office applications
  • A nationally recognized Office Administration or Secretarial qualification or currently studying towards.

Skills & Knowledge Required

  • Excellent organisational skills and experience of arranging/coordinating meetings, conferences and events on an internationally basis.
  • Strong interpersonal skills with a focus on customer service representing Islamic Relief.
  • Sound confidential approach to work, where discretion is maintained at all times.
  • A highly collaborative approach with a strong sense of teamwork and a willingness to work with colleagues and other departments in support of organisations objectives.
  • Highly-developed interpersonal and communication skills (both verbal and written).
  • The position holder must have creative thinking, strong research skills and the ability to interpret data to develop workable solutions.
  • An ability to respond quickly, positively and with flexibility to changing and often pressurised situations.
  • Manage specific ad hoc projects as required.
  • Maintain secure and confidential electronic and manual filing system.
  • Ability to organise; prioritize and work efficiently under pressure and subject to changing priorities; proven experience managing multiple projects, meeting deadlines, and using judgement and initiative in problem resolution.
  • Good at problem-solving in the dissemination of information, the logistics of travel and organising meetings and events, and managing multiple diaries.
  • Some experience in systems/standards for large organisations and the capability of addressing non-compliance issues swiftly and effectively.
  • Computer literate: highly proficient in the use of word processing software (MS Word),presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email software and knowledge management system.
  • Solid experience as personal assistant at a senior level.
  • Confident and able to work on own initiative.

Key Islamic Relief Qualities Required

  • It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below:

 Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.

 In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity

 Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and resources.

 We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.

 We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.

Closing date: C.O.B. Friday, 8th April 2022

Please forward a copy of the completed application form, which is available on our website at www.islamic-relief.org.za/about-us/vacancies/current-vacancies/,a 1 page motivational letter and your CV along with a certified copy of your ID document to recruitment@islamic-relief.org.za before the 8th April 2022.

Dearest applicant, kindly consider the following:

If any of the requested documents are not included in your submission, your application will deemed incomplete and will therefore not be considered.

We are unfortunately unable to acknowledge receipt of all applications. Should you not receive communication from us by 22nd April 2022, then kindly consider your application unsuccessful.

Over and above operational requirements, Islamic Relief South Africa gives due consideration to our national and organisational employment equity imperatives.

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