Personal Assistant To The Executive Chairperson – One Economy Foundation

Job Description

JOB SUMMARY
The Personal Assistant (PA) will provide high-level administrative and operational support to the
Office of the Executive Chairperson. This role involves managing meeting schedules,
correspondence required by the Executive Chairperson and attending to the day-to-day tasks to
ensure the efficient operation of the Executive’s Office. The PA is responsible for coordinating
activities, and acting as a gatekeeper to streamline workflow, while maintaining confidentiality
and professionalism in all interactions. The PA must be detail-oriented with excellent
communication skills and have the ability to work independently in a fast-paced environment.

KEY PERFORMANCE INDICATORS
» Manage and organise the Executive Chairperson’s daily calendar, including scheduling
meetings and appointments. Prioritise and resolve scheduling conflicts as necessary.
» Screen and direct phone calls, emails, and other correspondence which requires the
Executive Chairperson ‘s attention.
» Prepare and draft communication, memos, and reports.
» Respond to enquiries and messages on behalf of the Executive Chairperson.
» Arrange all company related meetings, conferences, and events, including logistics,
agendas, and materials.
» Take meeting minutes and track action items. Ensure timeous follow-up on deliverables
and matters arising.
» Coordinate travel itineraries, including flight bookings, accommodation, and
transportation. Prepare travel documents and ensure all logistics are organised.
» Maintain and organise files, records, and documentation for the Executive Chairperson.
» Assist with personal and professional tasks, including errands, personal appointments,
and project support as and when required.
» Handle confidential information with the utmost discretion and maintain privacy
regarding personal and business matters.
» Provide general administrative support, such as organising office supplies, preparing
reports, and handling special projects as directed by the Executive Chairperson.
» Serve as a liaison between the Executive Chairperson and internal/external stakeholders,
ensuring positive and professional interactions.
» Regularly brief the Executive Chairperson on matters which requires personal attention.

CONDUCT
The employee should abide by and uphold the Company’s “Code of Conduct” and values both
inside and outside the Company.

• 2 –
  Welfare Registration: WO 468
  GENERAL
  The employee must be willing to travel when required do any other adhoc duties, reasonable and
  lawful delegated by his/her manager and must be carried out correct and on time.
  CORE COMPETENCIES
  » Organisation and Time Management: Demonstrated ability to manage schedules,
  appointments, and deadlines effectively, while prioritizing tasks and handling multiple
  responsibilities concurrently.
  » Communication Skills: Exceptional verbal and written communication abilities, with a
  proven capacity to interact professionally and effectively with board members, colleagues,
  donors and stakeholders.
  » Discretion and Confidentiality: Demonstrated ability to handle sensitive information with
  the highest level of confidentiality while maintaining professionalism in all interactions.
  » Technical Proficiency: Excellent Microsoft Suite Proficiency.
  » Problem-Solving Skills: Strong ability to anticipate needs and proactively resolve issues,
  coupled with quick thinking and adaptability.
  » Attention to Detail: Committed to ensuring accuracy in all tasks, from scheduling to
  document preparation, with a meticulous approach to managing details and consistently
  following through on assignments.
  » Flexibility and Adaptability: The ability to adjust to changing priorities and demands, with
  a capacity to thrive in a fast-paced environment.
  » Resourcefulness: Finding efficient solutions to challenges and utilizing available resources
  effectively.
  
  
  EXPERIENCE AND KNOWLEDGE
  » Up to 5 years of proven experience in an administrative role, preferably in a non-profit
  environment.
  » Strong Organisational, time-management, and multitasking skills.
  » Excellent written and verbal communication abilities.
  » Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity
  with office equipment.
  » Strong interpersonal skills and the ability to work well in a team environment and with
  people across various backgrounds.
  » A passion for the organisation’s mission and commitment to making a positive social
  impact.
  
  QUALIFICATIONS AND REQUIREMENTS
  » A Diploma in Business Administration or Secretarial Administration.
  » A Business Administration Degree will be an added advantage.
  » A valid driver’s licence
  One Economy Foundation is an equal opportunity employer and invites suitably qualified persons
  to submit their applications to vacancies@1economy.org and include Personal Assistant in the
  email subject. Please ensure that you attach a comprehensive curriculum vitae, certified proof
  of qualifications and all relevant documentation.
  
  
  Please submit your applications on or before the closing date of 17 April 2026.
  Only shortlisted candidates will be contacted. All foreign qualifications must be evaluated by
  NQA (Namibia Qualifications Authority)