Executive Assistant

Open Society Foundation
09 Aug 2017
19 Aug 2017
Contract Type
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Executive Assistant, Africa Regional OfficePosition Time Type: Full time

The Africa Regional Office (AfRO) is part of the Open Society Foundations (OSF). OSF is a global network of foundations committed to local knowledge and national expertise. The network includes national foundations, regional foundations, and other geographic programs operating in more than one hundred countries. Serving as a liaison to the Africa foundations, AfRO works to strengthen internal Africa-focused OSF structures and effectiveness, and to inform and influence external policy actors at Pan African and international levels that have the power to advance or obstruct progress towards open society goals.

Job Profile

We are recruiting for an Executive Assistant to join our team in London.

The Executive Assistant will specifically work in the Direction Division of AfRO, working closely with the Regional Director and supporting the other members of the team as required.

We are interested in speaking with candidates with significant EA experience gained from very similar organisations to OSF or organisations with a geographical focus on Africa.

Essential duties and responsibilities in this role will include and are not limited to:
  • providing high level administrative support, requiring discretion, confidentiality, and a detailed knowledge of the organization's operations, procedures, and people.
  • attending meetings, conferences and other events and drafts reports and summaries as requested.
  • facilitating smooth communications among the Regional Director, co-workers and external parties.
  • maintaining calendar for the Regional Director, including scheduling and confirming meetings, reserving meeting rooms and organizing briefing materials
  • planning and managing travel schedule, including: obtaining visas, booking flights and transfers, preparing travel documents.
  • serve as point of contact to the Africa Regional Advisory Committee (AfRAC) ensuring that all queries and requests are dealt with promptly;
  • facilitate logistics for AfRAC annual meetings , including meeting dates, booking flights, hotels and other related travel arrangements and assisting in preparation of meeting agendas; take minutes at AfRAC meetings; facilitate honoraria, reimbursements and track AfRAC budget expenditures.
  • arranging for approval of payments/reimbursements for department staff and consultants.
  • review consultant proposals for content in keeping with OSF project descriptions and maintain a list of contracts both pending and approved.
  • as required, conducting internet research to prepare briefing materials for the Regional Director.
  • travel as required.
Candidate Profile
  • Bachelor's degree and between 3-5 years of relevant experience; or equivalent combination of education and experience.
  • Previous Executive Assistant experience is essential.
  • Proven familiarity with the Africa region; experience working with organisations focused on Africa.
  • Basic financial and budgeting knowledge will be an advantage.
  • Excellent written, verbal, organizational, analytical and interpersonal skills; with sensitivity to cultural communication differences.
  • Excellent computer skills, proficient in Microsoft Office.
  • High level of self-motivation and comfort working independently when necessary.
  • Poised and works well under pressure.
  • Attentive to detail and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks.
We are strengthened by the diversity of our colleagues across the Open Society Foundations, and we welcome and actively seek applications from people of all cultures, backgrounds, and experiences.