Executive Assistant
4 weeks ago
**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.
**About Futurelect**
Founded in 2018 in Johannesburg, Futurelect is a non-profit and public benefit organisation dedicated to transforming political and government leadership across Africa. We are committed to equipping a new generation of young, ethical leaders in Africa with the skills and knowledge required to serve their communities effectively, responsibly and with integrity.
Our non-partisan leadership programmes are designed to cultivate diverse, highly skilled political leaders who will improve government and strengthen democracy across the continent. They primarily target young African women aged 18-45 who are either already on a path to political or public office leadership or aspire to assume these roles.
Futurelect also offers an online Civic Education Programme in South Africa, providing access to independently peer-reviewed, nonpartisan courses on democracy and governance. It is primarily targeted at South Africans aged 16-34 and is freely accessible and beneficial to all.
**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;
- 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
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