Job Description
Post: Executive Assistant
Responsible to: CEO

Background
Big Fish School of Digital Filmmaking is an accredited, multi-award-winning film school providing world class training, focusing on skills development and poverty eradication.

A registered NGO with PBO status, the objective of this film school, with campuses in Johannesburg and Cape Town, is to devise and implement cutting-edge training interventions to address skills shortages and to give talented young people training and employment in the film and TV industry.

Big Fish has proved to be a successful intervention in helping young people, who normally would not have the opportunity to access post-secondary education and workplace experience – due to lack of finances, training and/or possibilities - become economically sustainable.

Purpose of the post:
Based in Johannesburg, this is a six month contract with an option to renew. The purpose of the post is to provide executive level personal assistance to the CEO as well as project management and process implementation across the organisation.

Office/knowledge management:

  • To analyse the current departmental filing systems and suggest/implement a centralised filing process that speaks to consistent knowledge management. This includes electronic filing of business critical documents for business continuity purposes and archiving.
  • Oversee evaluation and problem solving to ensure continued improvement of systems and processes. This includes internal implementation of systems and processes and ensuring adherence by all employees.
  • Work as part of a team to ensure smooth running events on site, including high-level meetings, graduation events, film screenings etc.
  • Typing of correspondence, including dictation, filing and tracking of same.
  • Annually setting up of required meetings and key dates (includes minute taking):
    • Board meetings
    • Staff meetings
    • Advisory board meetings
    • Radar meetings
  • Managing the diary of the CEO and ensuring all meetings are coordinated through venue, catering, parking and reminders.
  • Management of all travel bookings for the CEO including diary updates, itineraries, car hire bookings etc., ensuring that all the relevant stakeholders are aware of the arrangements.
  • Coordination of two-way information flow between Big Fish and the provincial hubs.
  • Brand management.
  • Writing of press releases.

Essential person requirements:

  • Recognised qualification or demonstrable work experience in administration and/or business processes.
  • At least five years' experience as an executive level PA, with demonstrated ability to work, develop, implement and streamline systems.
  • Care: a caring attitude should be apparent through all dealings with employees, participants and the work that is produced.
  • Excellent organisational skills and a passion for detail.
  • Adaptability, flexibility and confidence.
  • Experience in communicating with a range of people – from captains of industry through to scholarship participants.
  • Strong computer processing skills (Excel, Word, PowerPoint, Outlook) – in particular, advanced level formatting skills in Microsoft Word and mid-level PowerPoint presentation skills.
  • Able to be pro-active and take ownership and be a team player.
  • Diplomacy and ability to build relationships.
  • Strong communication skills, both written and spoken.
  • Good timekeeping skills and demonstrated ability to meet tight deadlines.
  • Ability to remain calm under pressure.

Desirable requirements:

  • Experience of working for or with the non-profit sector
  • An interest in making a difference

Additional information:

  • Salary band: dependent on experience
  • Working hours: 40 hours per week minimum
  • Annual leave: strictly determined by Big Fish holiday closures

Application:

  • Interested parties should email Tanya Sutton on suttont@bigfish.org.za for an application form.
  • Please do not submit a CV.
  • Deadline for applications will be Tuesday, 22nd April 2014.