Executive Assistant

4 weeks ago

Johannesburg, South Africa Tony Blair Institute for Global Change Full time

We don’t just talk, we do. Lead the change with us.

At the Tony Blair Institute for Global Change, we work with political leaders around the world to drive change. We help governments turn bold ideas into reality so they can deliver for their people. We do it by advising on strategy, policy and delivery, unlocking the power of technology across all three. And by sharing what we learn on the ground, so everyone can benefit. We do it to build more open, inclusive and prosperous countries for people everywhere.

We are a global team of nearly 800 changemakers, operating in more than 30 countries, across five continents. We are political strategists, policy experts, delivery practitioners, technology specialists and more. We speak more than 45 languages. We are working on over 100 projects, tackling some of the world’s biggest challenges. We’re all here at TBI to make a difference.

In a world of ever more complex challenges, we believe diversity of background and perspective is a strength. We pride ourselves on a culture that values and nurtures difference. We are dedicated to unlocking potential, not only for the countries we work in but also for each of our team members. No matter where you’re from or who you are, if you’re passionate about the transformative power of progressive politics, we invite you to build a better future with us.

Role Summary
- TBI is looking for an experienced Executive Assistant to support our Managing Director and Executive Director of Africa Advisory. Both leaders have large scopes of work and operate in fast-paced environments; therefore they require someone to be on top of all requests and actionable items, able to adapt and learn quickly.
- You’ll be a key member of the team providing executive support, as well as helping with the day to day management our new offices in Johannesburg. Reporting into EA to the Global MD of Advisory, you’ll also provide support to the wider administrative team and play a pivotal role in liaising across the organisation. This role is also a line management role, with one Team Assistant based supporting our Africa Regional Directors.

Please note: this is an office-based role.
- 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
- Correspondence 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
- 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
- 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 oper

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