Title: Senior Management Team Administrator
Responsible to: Deputy Chief Executive Officer
Starting date: 1st February 2024
Location: Johannesburg (Hybrid working model where you will be required to attend the office for a minimum of 2 days per week with the option to work remotely for the remaining 3 days per week.)
Travel: As needed
Overview of role
Crisis Action is an organization that places great emphasis on high levels of professionalism and effectiveness. As Senior Management Team Administrator you will provide administrative support to four members of the five-person Senior Management Team. This includes: the Deputy CEO (based in Bulawayo), the Director of Emergency Response, Learning and Innovation (based in London), the Strategic Engagements Director (in Berlin), and the Finance and Operations Director (in London) to ensure the smooth running of their schedules and timely delivery of projects under their remit. You will ensure that internal systems are cultivated and maintained to support efficient and effective functioning of the SMT. You will provide support on day-to-day administration, such as scheduling and managing diaries, handling expenses and travel itineraries, IT troubleshooting as well as supporting on various organizational projects. You will work closely with members of Crisis Action’s Senior Management Team, the Deputy CEO, Director of Emergency Response, Learning and Evaluation, the Strategic Engagements Director and Finance and Operations Director as well as the Chief Executive Officer’s assistant.
Committed to Crisis Action’s aims, the ideal candidate will need to be a masterful problem-solver with a passion to bring and ensure order amid multiple pressing demands from the Senior Management Team’s diverse and wide-ranging contacts and engagements inside and outside the organisation. We’re looking for an efficient, resilient self-starter with an ability to operate effectively in a fast-paced, ever-changing environment. The ideal candidate will have great written and oral communication skills and have a highly professional manner to represent appropriately the SMT to Crisis Action’s many NGO partners, allies, donors, Board members and all members of staff. With colleagues located across the world and members of the Senior Management Team spread between Berlin, London, and Zimbabwe, you will be equally adept at working and providing support virtually or in an office environment.
RESPONSIBILITIES
Support to the Senior Management Team
- Effectively manage and coordinate international meeting schedules of the Senior Management Team, across diverse time zones.
- To liaise with internal and external parties on their behalf.
- To organize complex international travel itineraries for Senior Management Team members.
- To manage expenses incurred by the Senior Management Team members for official purposes.
- To update databases and contact lists, mainly via Salesforce.
- To provide the Deputy CEO with project management support on campaigns, e.g., maintaining and updating campaign tools and folders.
- To be one of the organisational leads and champions on our use of Salesforce.
PERSON SPECIFICATION
Essential competencies and experience:
- At least 5 years’ experience working as an Executive Assistant or in an office administrator role.
- Proven track record of effective project management within an executive office.
- Meticulous attention to detail.
- Ability to prioritize workload and balance a wide range of responsibilities and demands in a way that is manageable for the SMT and yourself.
- A proven commitment to excellence and delivering outstanding results.
- Excellent diplomatic skills to deal with a busy team and with a range of senior external stakeholders.
- Strong written communication skills and ability to edit and tailor writing to different audiences.
- A highly proficient communicator with expertise in editing, collating and drafting executive level reports and emails for a diverse audience.
- Demonstrated resilience and adaptability in effectively managing shifting workload and competing priorities with focus.
- Unwavering dedication to safeguarding confidential communications across diverse platforms and impeccable discretion in preserving confidentiality of sensitive information.
- Fluency in English.
- Legal right to work in South Africa.
Preferred:
- Knowledge and experience of the International NGO sector.
- Experience in managing guest relations and virtual meetings.
- Experience in maintaining websites.
- Knowledge of Salesforce and SharePoint.
Terms and conditions
Salary: We have set bands for the salary range for all positions at Crisis Action. The starting point of our salary range for this position is $37k per annum, with the precise salary determined according to the experience of the successful candidate.
Benefits: 25 days of paid annual leave, rising to 30 days after three years, and three months’ sabbatical after five years. 4% pension fund contribution with an option for additional matching contribution.
DEI Commitment Statement: Crisis Action is committed to diversity, equity, and inclusion (DEI) in the workplace. We respect the unique identities and experiences of all our staff and strive to create a culture where everyone feels valued and supported. We therefore do not discriminate in inviting applications nor making appointments on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, disability, or any other aspect that make you, you.
How to apply
Please upload your CV and a cover letter in English, explaining your interest in working with Crisis Action and why you are a good fit for the role, based on experience from your current or past positions, by following this link: www.crisisaction.org/opportunities
References will not be contacted without permission. We regret that due to the volume of applications we cannot respond individually to each applicant.