Executive Assistant

Summary Futurelect seeks a seasoned, dynamic, and highly driven Executive Assistant for the CEO and COO as we rapidly expand our programme offering throughout Africa. The Executive Assistant will play an integral support role in our fast-paced and growing organisation. Reporting to the CEO and COO, the Executive Assistant will provide executive support to the Chief Executive Officer and the Chief Operating Officer in a pair of one-on-one working relationships. In addition, you will serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO and COO’s offices. Responsibilities and Duties Meeting and Diary Management:

• Manage, coordinate, and supervise the CEO and COO’s diaries, meeting schedules and travel schedules;
• Coordinate complex scheduling and calendar management, as well as content and flow of information to the CEO, COO, and senior management team;
• Maintain the CEO and COO’s diaries, ensuring that time is suitably allocated to the highest priorities;
• Coordinate and carry out duties relating to scheduling meetings, whether in person or remotely;
• Conduct research and prepare briefing documents/collate information for the CEO, COO and senior management team members ahead of critical internal and external meetings;
• Take detailed and accurate meeting minutes when required and distribute action items to meeting participants promptly;
• Track the CEO and COO’s commitments, goals, projects, tasks and deadlines;
• Ensure items are effectively delegated, reprioritised, or addressed, navigating conflicting demands and time pressures;
• Handle selected matters expeditiously and proactively and ensure follow-through to successful completion;
• Maintain professionalism and the strict confidentiality of meetings and related materials;
• Anticipate and address problems swiftly and effectively.

Travel and Logistics:

• Plan and book travel arrangements - including flights, accommodation, transfers, dinners, venues, suppliers, etc., for the CEO and COO;
• Coordinate together with the relevant service providers all travel and travel-related bookings to ensure meeting schedules are appropriately coordinated with travel and travel dates;
• Manage Futurelect’s international calendar of events and engagements and the diaries and travel commitments of the CEO and COO;
• Prepare itineraries, meeting schedules and briefing documents, and manage competing priorities for the CEO and COO when they are travelling;
• Plan all logistics and submit expense reports promptly to ensure proper coordination of all travel by the CEO and COO.

Finance and Administration:

• Manage and assist in the preparation of presentations, agendas, reports, special projects, and other documents in support of the CEO and COO’s priorities and Futurelect’s objectives;
• Request and compare quotes from service providers when required;
• Raise purchase orders based on quotes and submit them to the CEO, COO and Head of Finance for approval;
• Check expenses and submit claims against the approved budget and assist the CEO, COO and Head of Finance to ensure that overall expenditure is always within budget;
• Support the effective and transparent use of financial and other resources;
• Provide administrative support about expenses, assist with budgets, and ensure deviations from budgetary limits are reported to the relevant line manager;
• Support the CEO and COO in essential internal organisational planning and administration activities - including human resources, finance, fundraising, governance and legal;
• Conduct research for policies, position papers, proposals and other materials that will assist in drafting documents;
• Assist with all CEO’s communication - including emails, newsletters, audio-visual and other stakeholder presentations;
• Liaise with the team to keep the organisational calendar and project plans updated with timelines, responsibilities, and action steps;
• Manage paperwork and filing and ensure all information is stored and appropriately filed in the company drive;
• Organise and maintain organisational systems (Slack, Monday.com, Trello, Miro, Google Calendar & Drive, Zoom and Airtable);
• Assist with organising the logistics of company events - including webinars, conferences, and seminars;
• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the overall operations of the organisation;
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate team members;
• Apply thoroughness and accuracy in all tasks - including monitoring and checking work and information, planning, and organising time and resources efficiently;
• Assist with any task related to the efficient and effective running of operations and programmes when requested.

Experience:

• A minimum of 10 years experience (non-negotiable) in progressively senior administrative roles, providing operational, financial, research and stakeholder management support to C-level / C-suite executives as an executive assistant, personal assistant, office manager or head of office;
• Experience in a non-profit/political organisation, media company, government or multi-lateral agency or public institution;
• Digitally competent - able to adopt and use new software for operational and project management purposes and troubleshoot IT issues;
• Extremely proficient with Google Suite, Keynote (creating, updating, managing, and coordinating presentations for events) and Microsoft Suite;
• Must have the ability to learn and implement new or updated software;
• Extensive knowledge of office administration, clerical procedures, and record-keeping systems.

Skills:

• Strong writing, editing, and communication skills and relationship-building abilities;
• Outstanding interpersonal skills are essential;
• Confidence in reaching out to and collaborating with all other Directorates is essential;
• Proficiency in Google Suite and familiarity with digital marketing tools and social media platforms, including Adobe, Canva, Monday.com, and Slack;
• Working collaboratively in a fast-paced environment and managing multiple tasks effectively is essential;
• Attention to detail and commitment to delivering high-quality work;

Attributes:

• Excellent and proven organisational skills; paying close attention to detail;
• A track record of delivering superior results;
• Success in roles requiring the execution of varied tasks while responding to multiple priorities;
• Operates with excellence in mind in all matters, with the confidence to defend and debate ideas without the interference of ego;
• A creative and imaginative self-starter who possesses the self-discipline to meet outcomes in a nimble, entrepreneurial working environment;
• Remains focused when faced with pressure, delivers against timelines, is not intimidated by major tasks/time limitations;
• Proven ability to work with efficiency, flexibility, empathy and good humour;
• Demonstrated ability to build and maintain relationships with a wide array of stakeholders – junior and senior, for-profit and nonprofit, from a diversity of backgrounds;
• Enthusiastic about building an organisation that runs smoothly, implementing the right systems to support this objective;
• Passionate about Futurelect’s mission; committed to reforming and diversifying public sector leadership and civic engagement in Africa.

Beneficial/Advantageous:

• Bachelor’s Degree in Office Administration / Business Administration, Communications or related fields, from a leading University.
• Member of an internationally recognised body;
• Fluency in Pan-African languages other than English (French, Kiswahili, Portuguese, Arabic);
• Experience in political campaigns, government or public leadership;
• Proficiency in iWork Suite;
• Experience creating or contributing to websites, newsletters, audio and visual content;
• Some social media management experience.

Our Work Style Futurelect values hard and smart work, encouraging creativity and innovation while having fun along the way. We respect and support people’s lives outside of work. We are an agile, high-performing team in a flexible and supportive workplace—from location to hours and holidays—asking all members to consider the team's needs and deadlines. We are committed to building an organisation that is great for Africa and the world and great for the people who work with us. Diversity, Equity and Inclusion Policy Futurelect was founded on the principle of diversity and inclusion in the public sector in Africa, where politics and government remain dominated by one gender and age demographic. We believe deeply in the importance of diversity and inclusion and have these values embedded in our programme selection processes, as well as in our hiring practises. We operate on the principle that a candidate recruitment or selection process can never be considered meritorious unless it is also rooted in diversity. Futurelect is an equal-opportunity employer. We will not discriminate and will take affirmative action measures to prevent discrimination against any employee or job applicant on the basis of race, colour, gender, national origin (ancestry), age, religion, disability, veteran’s status, sexual orientation, gender identity or gender expression in recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment. We are committed to providing an inclusive and welcoming environment for all members of our staff, volunteers, subcontractors, vendors, and clients. Candidates should submit the following by 15 January 2025: 1) A comprehensive Resumé / CV and 2) Motivation letter #J-18808-Ljbffr