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Key Responsibilities
- Diary Management –co-ordination of internal and external appointments, conference/video calls, across time zones whilst proactively ensuring diaries reflect the shifting priorities of the two Executives
- Meetings and Events – arrange internal and external meetings and events, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes. In the case of larger scale events, working with the responsible leaders to help with logistics and other ad hoc tasks as required
- Travel support – organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials. This role may also require some travel accompaniment
- Office Management – running the day-to-day life of the Johannesburg office and acting as a point of contact for staff, visitors and delivery
- Email management (if required) – monitoring mails, drafting responses, highlighting urgent items for action, filing inbox
- Correspondence management- file and action incoming correspondence and prepare letters/emails on behalf of management
- Research support – collecting data, carrying out research (for instance reviewing online source material), writing basic briefing material, helping compile decks and presentation materials
- Expense Management – completing monthly claims, reviewing expenses and invoices for approval on behalf of management
- Team supervision – train, mentor and provide guidance for junior team members as required. This is a line management role with one Team Assistant reporting into this role (remote management).
General Support:
- Filing – creating, maintaining and retrieving paper/electronic materials for review (for example – ahead of meetings or in support of projects)
- Maintaining contact database – scanning/typing business cards, filing cards and keeping contacts up to date
- Gifts and Entertainment – record gifts/entertainment received on the company register
- General admin support – assistance to the wider team as required, plus support to the Global Admin Team incl ad hoc tasks as well as cover during periods of absence
Person Specification & Know How
The successful candidate for the role must be able to display the following:
- Previous senior level PA/EA experience
- Previous experience with handling complex travel plans, including multi-leg itineraries and visas
- Business level English
- Previous experience running a small office/reception
The successful candidate for the role should be able to display the majority of the following:
- Previous experience in policy/political/consulting environment preferred but not essential
- Excellent communication, time management and organisational skills
- Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook
- Experience of working with and interacting with high profile figures
- Understanding of national and international protocols for senior dignitaries and high profile individuals
- High levels of discretion, interpersonal skills, good judgement and tact
- An ability to operate in a fast moving and pressured environment
- Operational level political understanding and knowledge of current affairs
- Proactive team player with positive attitude
- Support for the aims of the organisation
- Work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute.