Position : Executive Assistant
Location : Pretoria (CCI’s Head Office)
Reporting : Position reports to the Chief Executive Officer
Duration : October 2025 – 31st of March 2026 (Extension depending on funding availability)
Organisational Background
Centre for Community Impact (CCI) www.ccisa.org.za, formerly known as Johns Hopkins Health and
Education in South Africa (JHHESA), is a South African local Health and Social Behaviour Change and
Communication organisation, which is also registered as a local Non-Profit Organisation (NPO) in the
Kingdom of eSwatini (formerly Swaziland). Since CCI’s early years under the stewardship of the Johns
Hopkins University’s Centre for Communication Programmes, CCI has been at the forefront of the
response to Gender Based Violence (GBV), HIV, TB and STIs in South Africa. The mission of the
organisation is to be a human rights-based organisation that uses evidence to localise policies into
impactful actions, develops communication strategies that transform and inspire resilient
communities; for lasting strategic solutions on gender inequality, HIV, health, climate crisis, and other
social development challenges. Our commitment is to forge enduring solutions, shaping a world
where human rights are upheld, health thrives, and gender inequality is eradicated.
Job Summary:
CCI is seeking a top-performing, highly motivated Executive Assistant. The incumbent will support the
CEO in relation to administrative support, diary management, typing and other clerical duties as
appropriate. Additionally, the incumbent will also provide general administrative support to the
Executive of the organisation. Reporting to the CEO, the Executive Assistant will be responsible for
performing the following functions:
Administration
• Prepare correspondence, reports, and materials for publications and presentations.
• Manage the diary of the CCI Executive.
• Setup and co-ordinate meetings, workshops, and conferences for the Executive.
• Create, transcribe and distribute meeting agendas and minutes for the Executive or as
requested.
• Undertake reception duties for the CEO’s office including dealing with or referring queries
from CCI stakeholders.
• Meet and greet CCI stakeholders and visitors, and ensure refreshments are served.
• Maintain an up to date electronic filing system.
• Sign for all packages/deliveries and accept and record all incoming and outgoing information
ensuring timely completion and follow-up, i.e. document management.
• Manage and co-ordinate all logistical arrangements for all travel for the CEO’s office including
travelling undertaken by external stakeholders who are collaborating with the CEO.
• Ensure the attendance registers are completed and filed in the CCI central electronic filing
system.
• Quality assure all letters, reports, memoranda, agendas, minutes and other documents before
filing.
• Ensure that no confidential material left lying around – material to be safely stored at all times
• All filing to be kept up to date, filing cabinet is tidy and legible
• Replenish stationery before any shortages occur
• Assist the CCI Executive with note taking, correspondence and presentations as may be
necessary.
• Co-ordinate, type and collate the submission of monthly progress reports for the Executive.
• Support the Executive with research, abstracts and preparation of information for meetings,
projects, presentations and reports.
• Assist with the management of workflow and systems in the CEO’s office.
• Process all submissions and memoranda, which are received in the Executive’s office.
• Monitor the observation of all due dates for submissions and memoranda in respect of the
Executive.
• Trace files and documents on request of the Executive.
Meetings
• Attend all meetings as requested, taking minutes at all meetings, ensuring absolute attention
to detail with no comebacks or corrections to be made afterwards.
• Distribute meeting minutes within prescribed time frames.
• Follow up and ensure all outcomes of meetings are implemented as per the meeting minutes.
• File all meeting minutes for easy retrieval and reference at any point in time.
Travel Management
• Make all travel arrangements (flights, accommodation & car hire) ensuring accurate travel
bookings at all times.
• Communicate arrangements regarding meetings/workshops/conferences to relevant parties
and ensure that appropriate documentation is distributed prior to travel.
Qualifications and Experience
• Grade 12 plus National Diploma in Administration or equivalent.
• Certificate in Computer Studies or equivalent experience.
• A qualification in secretarial and office management or equivalent
Essential experience
• Three years’ experience at a senior secretarial level, preferably within a development/ NGO
environment
• Experience with reception duties
• Experience with meeting management
Required Skills
• Familiar with administration policies, systems and procedures.
• Able to use relevant software in particular the MS Office suite of packages.
• The use of general office equipment such as proximas, and data shows.
• Strong computer skills including word processing, spreadsheets, graphical presentation and
Internet research skills
• Human relations skills and understanding people from different cultures
• Project management, communication, presentation and report writing
• Practical skills such as the ability to set up data presentations
• Problem-solving
• Customer service orientation
• Interpersonal skills – tact, and diplomacy
• Strong organisational skills
• Proficiency in filing and maintaining filing systems
• Poise
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related
duties as negotiated to meet the ongoing needs of the organization.
Application Process
• Interested candidates should submit an updated CV with 3 contactable references to the CCI Human
Resources Office at jobs@ccisa.org.za
• Please use the job title of the position you are applying for as the subject line for your email
application.
• Only email submissions will be accepted or considered.
• The closing date for applications is the 26th of September 2025.
• Late applications will NOT be accepted or considered.
Note: Should you not hear back from CCI’s Human Resource Office after the 15th of October 2025, kindly
consider your application to be unsuccessful.
