Administrative Assistant

Peace Parks Foundation; Stellenbosch; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A non-profit organisation in Stellenbosch is seeking an Administrative Assistant to support the Executive Office. This role involves maintaining databases, scheduling meetings, and providing administrative support. Candidates should have strong administrative skills, be proficient in Microsoft Office, and possess experience coordinating executive meetings. A competitive salary package with retirement fund and medical aid is offered.

Benefits

Competitive salary package

Contributions to retirement fund

Medical aid benefits

Qualifications

• At least three years of experience in a similar role.
• Experience coordinating executive-level meetings.
• Proficiency in English and Afrikaans.

Responsibilities

• Maintain the Peace Parks Foundation Contacts Database.
• Coordinate internal meetings and logistics.
• Assist with CEO's expense claims.

Skills

Strong administrative skills

Excellent communication

Attention to detail

Proactive and solution-oriented

Ability to multitask

Education

National Senior Certificate

Tools

Microsoft Office

Job description

Overview

Duration: Permanent

Reporting to: Personal Assistant to the CEO

Location: Stellenbosch

Background

Peace Parks Foundation is a non-profit conservation organisation that specialises in conservation at scale through the development of transfrontier conservation areas and the long-term management of key protected areas, in partnership with government conservation agencies and communities within these landscapes. We currently focus on the development of five priority transboundary landscapes measuring over 65 million hectares throughout southern Africa, and the co-management of ten national parks and protected areas covering over 5.2 million hectares.

Job profile

You possess strong administrative skills, are adaptable, highly organised and detail-oriented, and capable of working under pressure. You are a good communicator, proactive, and contribute to team collaboration.

Job purpose

The Administrative Assistant will provide high-level support to the Executive Office, including administration, database management, meeting coordination, event and travel support, and claims.

Duties and Responsibilities

• Maintaining the Peace Parks Foundation Contacts Database: Responsible for maintaining an up-to-date contacts database for the organisation, ensuring that contact information is accurate and accessible to relevant team members.
• Coordination of internal meetings: This involves organising and scheduling meetings and being responsible for sending out meeting invitations, booking meeting rooms, and ensuring that all necessary materials are prepared and distributed.
• Administrative duties, including but not limited to the coordination of corporate meetings and reviews.
• Assist in organising corporate meetings and reviews, such as annual or quarterly meetings. This includes managing RSVPs, arranging venues, and handling logistical details.
• Processing of claims for the CEO:
• Handle the CEO's expense claims, ensuring accurate recording and processing in a timely manner.
• Assist in drafting various types of documents, such as letters or reports, using templates or guidelines provided.
• Administrative tasks as required by the Executive Office:
• Provide general administrative support to the Executive Office, including but not limited to electronic filing systems, managing correspondence, and coordinating logistics for special projects.
• Stand-in for the CEO’s Personal Assistant during times of absence.

Minimum requirements

• National Senior Certificate.
• Valid driver’s license.
• Experience of at least three years in a similar role.
• Experience coordinating executive-level meetings.
• Excellent use of English: oral and written for writing, copywriting, and editing.
• Able to understand, read, write, and speak Afrikaans.
• Proficiency in Microsoft Office, including Outlook, and digital capability.
• Solid knowledge of using Microsoft stylesheets
• Development and use of systems for checking, follow-up, and creating efficiencies.
• Advanced Emotional Intelligence in interaction and communication.
• Culturally sensitive.
• Quality orientation with attention to detail for high levels of accuracy.
• Strong capability to multitask, organise, (re)prioritise, and streamline tasks.
• Proactive, solution-oriented, independent, and team-oriented.
• Be discreet with the ability to engage with sensitive and confidential information.

If you are aspiring to be part of a dynamic, fast paced environment, you are invited to submit a Curriculum Vitae, with full address, telephone number, email address and contact details of at least three contactable references. These should be submitted by 22 September 2025.

The company offers a competitive cost-to-company salary package, which includes contributions to a retirement fund and medical aid, ensuring holistic support for your financial and personal well-being.

Applications can be submitted to: Home - peaceparks Careers

We appreciate the time and effort taken by all applicants in expressing their interest in this role. Due to the high volume of applications received, we are only able to contact candidates who are selected for further consideration. If you do not hear from us within 3 weeks, please assume that your application has not been successful on this occasion. We encourage you to apply for future opportunities that match your skills and experience.

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