Executive Assistant At African Risk Capacity

VACANCY: EXECUTIVE ASSISTANT

Can be based anywhere in Africa – remote work

Reports to: COO

Duration: Three-year contract with possibility of extension. Salary paid in USD ($).

Overview:

The African Risk Capacity (ARC) is a specialized agency of the African Union (AU) established to help African Union Member States improve their capacities to better plan, prepare and respond to extreme weather events and natural disasters. ARC achieves this by providing African countries with parametric insurance products and other risk management tools.

ARC Ltd is the mutual insurance company of ARC and the leading African specialist in climate-related parametric insurance.

Role Summary:

The Executive Assistant will work closely with ARC Ltd.’s EXCO to support their day to administration of their business/workflow requirements. Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the EXCO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.

Key Responsibilities:

• Maintains EXCO appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Support EXCO by reading, researching, and routing correspondence; drafting letters and documents; collecting information
• Complete expense reconciliation and submits reimbursements for out-of-pocket expenses
• Ensures project timeline maintenance and coordination
• Secure appropriate signatures and track documents through the approval process on behalf of EXCO
• Prepare agendas for meetings, briefing materials as needed to support the EXCO
• Provide administrative support to EXCO
• Prioritising and filtering general information, queries and allocating responses to relevant team members on behalf of EXCO
• Compiling and monitoring action logs
• Keeping the organisational strengthening process in check
• Create meeting(s) timelines, prepare and distribute meeting notification, correspondence, agenda and materials, as well as subsequent updates or changes
• Create and maintain staff meeting minutes, books and archive materials
• Monitor EXCO budget.

Job Requirements

• Committed to, and enthusiastic about, the mission and vision of ARC Ltd
• A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes
• An adaptable, flexible problem-solver who is detail oriented
• Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success
• A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others
• High degree of availability
• Experienced with minute taking and management of the office
• Knowledge of corporate governance and compliance
• Excellent verbal and written communications, networking, and presentation skills (in English)
• Excellent organizational skills and attention to detail
• Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint.

Qualifications:

• Graduate degree in business administration or related field
• Minimum 5 years work experience in similar role
• Fluency in English & French.

We have been retained by ARC to recruit for this position.

Suitable candidates are invited to send a motivation letter highlighting your suitability to the role, an updated CV and contact details of three work-related referees to MaraisButton & Associates.

Email: rudayba@maraisbutton.co.za

Closing date: 07 October 2023

Contact will only be made with shortlisted candidates.