Personal Assistant to the Director

The Admin/PA will provide administrative and secretarial support to the Director, as well as other team members, as required. This role will require a high level of organisational skills, excellent communication skills and the ability to multi-task in a fast-paced environment. The successful candidate will be able to handle confidential information with discretion and work well under pressure.

You will be working with the Founder and Director of the Company in a busy and fast paced office environment and out on the field as she works with the community. You will need to be able to move fast, physically and mentally. You will need to be experienced in a range of note taking skills including using technology for memoranda in order to keep up with the requirements of the director and delegate them to the appropriate staff. You will need to be confident and well-presented in order to work within the community and with the team. You will need to hold staff accountable for tasks assigned to them, and report progress daily. 

Demands are high in this department and you need to be able to move with them. You must understand the core intention of the company - to provide support to others through a range of avenues and what those avenues are as well as be able to develop and refine fundraising and advertising opportunities. Connections within the local area are a plus. You will also benefit from experience in event management as we intend to broaden our horizons in this field in order to increase our fundraising for the foundation.  

Successful applicants will submit to an interview, followed by a work trial. In this trial you will be given opportunities to demonstrate the Selection Criteria, with support, in the workplace. 

Main duties 

• Provide administration for the Director, including managing their calendar, scheduling appointments, arranging travel, and managing their emails and phone calls, filtering, responding and delegating as required. 
• Organise and coordinate meetings, including booking rooms, arranging catering, and preparing meeting agendas, including preparation and distribution of documents and correspondence, such as reports, memos, and emails as well as taking minutes at meetings and distribute them to attendees. 
• Manage the office, including supplies, ordering and maintaining stock levels, printing and daily requirements of the director as requested.  
• Develop accountability practices within the office, including individual staff accountability, grant acquittals, receipt management and filing. 
• Handle confidential information with discretion. 

• Liaise with clients on behalf of the Director and other team members. 
• Carry out other administrative tasks, as required. 

Additional Duties 

• Office organisation in the mornings, including breakfast for the director, set up of computer, desk and calendar including filtering and redirecting emails prior to her arrival. 
• Daily notetaking and follow up of issues as they arise. 
• Phone intervention and redirection as required. 
• Delegation to other staff in the office from the director and follow up to ensure tasks are completed. 

Selection Criteria 

• Demonstrated knowledge of our company and its vision and programs. 
• Experience in foundations, fundraising and social media. 

• Excellent work ethic and dedication. 
• Proven excellence in delegation and management of tasks. 
• Proven excellence in an administrative or secretarial role. 
• Excellent organisational and time management skills. 
• Excellent written and verbal communication skills. 

• Attention to detail and accuracy. 
• Ability to multi-task and work well under pressure. 
• Ability to handle confidential information with discretion. 
• Proficient in Microsoft Office, particularly Outlook, Word, and Excel. 
• Experience with calendar management and scheduling software. 

• Relevant qualifications, such as a Diploma in Business Administration. 
• Must have license and vehicle. 
• Additional knowledge of grant acquisition and acquittal would be beneficial. 

Please send resume to admin@comfortcarefoundationinc.org addressing the Selection Critera in a cover letter.  

The Company reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the Company’s business. The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences of relief, to equalize peak work periods or otherwise to balance the workload.