Executive Personal Assistant

2 weeks ago

Cape Town, South Africa Zeitz Museum of Contemporary Art Africa Full time

**Introduction**

Zeitz Museum of Contemporary Art Africa (Zeitz MOCAA) is a public not-for-profit institution that exhibits, collects, preserves, and research contemporary art from Africa and its diaspora; conceives and hosts international exhibitions; develops supporting educational, discursive, and enrichment programmes; encourages intercultural understanding; and strives for access for all. The museum’s galleries feature rotating, temporary exhibitions with dedicated spaces for the permanent collection. The institution also includes the Centre for Art Education (CFAE), and the Atelier, a project space for emerging Cape Town-based artists.

**Our Mission**

At Zeitz MOCAA, we are committed to promoting artistic innovation, cultural exchange, and social dialogue. Through our exhibitions, programs, and initiatives, we aim to inspire creativity, foster critical thinking, and contribute to the cultural landscape of Africa and the world.
**Job Summary**

Reporting to the Executive Director (ED) with a dotted reporting line to the Senior Curator, the purpose of this role is to provide high-level executive and administrative support to the ED, ensuring seamless management of her professional engagements and responsibilities. This role is essential in maintaining efficiency and professionalism in daily operations, allowing the ED to focus on strategic leadership and organisational goals.

**Key Responsibilities**: Executive Office Diary Management**
- Proactively manage and coordinate the diary of the Executive Director by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided
- Provide full support by drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the ED
- Schedule meetings and arrange the zoom/teams calls for meetings
- Facilitate the booking and set-up of meeting rooms as per requirements of scheduled meetings
- Handling communication directed to the Executive including inquiries and correspondence
- Manage external relationships with stakeholders on behalf of the ED
- Assist with high-priority projects by coordinating tasks and monitoring deadlines
- Respond to meeting requests as instructed
- Provide reports for senior management as required

**Manage Board Meetings and Board Support**
- Schedule board/committee meetings and prepare board packs ahead of meetings
- Complete the minutes of these meetings
- Liaising with Board Members

**Supporting the ED: Travel, Accommodation**
- Manage the ED travel budget
- Logging call with IT
- Assist with Adhoc projects when needed in department and for ED
- Ensure that there is electricity, water at the accommodation etc
- Liaising with property management about repairs when needed
- Booking of flights for International/Local flights for ED
- Prepare Subsistence currency
- Book accommodation
- Ensure the ED has all her paperwork for the trip

**Manage Cars and Driver**
- Ensure the driver is on time and always there for the ED
- Co-ordinate and manage the driver’s schedule
- Liaising with Driver on ED schedule
- Ensure there is always petrol in the car
- Logging each trip
- Ensure that the cars are well maintained

**What you will need to be successful in the role**
- Minimum of 3 years Executive Personal Assistant and working with a Board of Trustees
- Valid Driver’s Licence
- Preferable proficient in French
- Shorthand minute taking
- Excellent interpersonal and communication skills including diplomacy
- Excellent time management skills with the ability to manage multiple priorities and deadlines
- Good knowledge of Microsoft Office
- Excellent organisation, prioritising and planning
- Excellent administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them
- Excellent professionalism, trustworthiness and confidential in approach
- Good cross functional collaboration
- Good personal leadership in own job
- Good results orientation
- Ability to work under pressure
- Willingness to learn new things
- Ability to forward plan and manage a complex and busy diary
- Experience of managing and planning projects, conferences and events
- Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely
- Ability to draft routine correspondence and reports
- Ability to maintain accuracy and attention to detail
- Extensive knowledge of office administrative procedures and knowledge of use and operation of standard office equipment, at a high level

**Person specification

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