Executive Assistant

Action Appointments Development Recruitment (Pty) Ltd; South Africa; Remote; ZAR 200 000 - 300 000; Full time

Job summary

An international non-profit organization seeks an Executive Assistant to support the Executive Director. The ideal candidate will excel in organization, communication, and handling confidential information. Responsibilities include managing communications, organizing travel, and preparing meeting documents. This role allows for remote work, but requires timezone sensitivity (GMT+2). Candidates should have relevant qualifications and experience, with fluency in English and either Spanish or French.

Qualifications

• Experience in an Executive Assistant role within international organizations or non-profits.
• Ability to handle multiple tasks independently.
• Exceptional time-management and organization skills.

Responsibilities

• Manage incoming and outgoing communications for the Executive Director.
• Plan and coordinate travel arrangements for international appearances.
• Prepare agendas, notes, and follow-up on action items for meetings.

Skills

Organization

Writing and minute-taking

Communication

Time management

Discretion

Fluency in English and Spanish or French

Education

Qualification in Business Administration or related field

Tools

Microsoft Office Suite

Job description

The Tenure Facility is an international organization dedicated to securing the land and forest rights of Indigenous Peoples and local communities. By providing financial and technical support, the Tenure Facility empowers these communities to sustainably manage their lands, thereby contributing to global efforts against climate change and biodiversity loss. The organization collaborates with stakeholders across Asia, Europe, Africa, and the Americas.

About the Job

The Executive Assistant will primarily support the Executive Director (ED), Nonette Royo, in managing daily administrative tasks to enhance organizational efficiency. This role requires a proactive individual with exceptional organizational, writing/minute‑taking/organizing and follow‑up skills and the ability to handle confidential information with discretion.

Please note that while this role can be remote, it is time‑zone sensitive (GMT+2).

Key Responsibilities

Manage Communication: Handle incoming and outgoing communications, ensuring ED’s swift/efficient replies to emails, texts and social media, phone calls, prioritizing and responding on behalf of the ED as appropriate.

Organize, coordinate and support ED priorities: Manage the ED's priorities, develop and monitor calendar to ensure appointments and meetings align with priority, read and sort out emails and relevant documents (attached or cited in the emails) and provide briefing notes for ED to prepare for meetings and follow ups, coordinate and support follow up work related to board, donors, TF Management, schedules and check‑ins;

Plan and Secure travel and international appearances: Plan, coordinate and prepare travel arrangements to optimize rest, and good time management. Support preparation, presentations and meetings schedules/itineraries of ED in international meetings

Meeting Support:Prepare agendas, take detailed notes/write minutes, and follow up on action items for meetings involving the ED, especially with board, advisory group, board committee, donor meetings.

Organize Material: Draft, review, and organize documents, ED memos and presentations for internal (TF Board, AG and committees) and external use.

Record Maintenance for ED and Management: Maintain accurate and organized records and files, ensuring easy retrieval of information.

Liaison Role:Act as a bridge between the ED and partners, and other external stakeholders, facilitating effective communication and collaboration.

Requirements

Essential Qualifications, Experience and Skills:

A qualification in Business Administration, Communications, or a related field.

Experience in an Executive Assistant or similar administrative role, preferably within international organizations or non‑profits.

Exceptional organizational and time‑management abilities.

Strong written and verbal communication skills.

Proficiency in Microsoft Office Suite and familiarity with other relevant software, and AI applications.

Ability to work independently and handle multiple tasks simultaneously.

Discretion and professionalism in handling sensitive information.

Fluency in English and either Spanish or French

Preferred Qualifications, Experience and Skills:

Experience in the non‑profit or development sector, particularly with organizations focused on Indigenous rights, land tenure, or environmental issues.

Familiarity with international travel coordination and cross‑cultural communication.

Exposure and/or lived experience in leading, organizing or curating formal, multi‑cultural/sectoral events in different languages.

We are looking for candidates with a positive attitude, flexibility, and the ability to thrive in a dynamic work environment.