Team Assistant

­­­­­­­­­­­­­­­­­­­­Key Responsibilities

• Diary Management – co-ordinate internal and external appointments and book in conference/video calls across multiple time zones.  You will be required to manage busy diaries, keeping confidence and discretion at all times
• Meetings and Events – arrange internal and external meetings and events under direction, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
• Travel support – Assisting with organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials
• Email management - monitoring mailboxes, drafting responses, highlighting urgent items for action, filing inbox
• Correspondence management - file and escalate incoming correspondence and prepare letters/emails
• Expense Management – completing monthly claims

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 Executive Assistants including ad hoc tasks

Person Specification

The successful candidate for the role should be able to display the majority of the following:

• Previous PA or administrative experience
• Excellent communication, time management and organisational skills
• Proficient IT skills including Microsoft Word, Excel, PowerPoint and Outlook
• High levels of discretion, interpersonal skills, good judgement and tact
• An ability to operate in a fast moving and pressured environment
• Understanding and knowledge of current affairs and politics highly advantageous
• Proactive team player with positive attitude
• Support for the aims of the organisation
• Work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute
• English to business level required
• French to good level required
• Must have the right to work in Ghana or Kenya.