Reporting to the Executive Director (ED) with a dotted reporting line to the Senior Curator , the purpose of this role is to provide high-level executive and administrative support to the ED, ensuring seamless management of her professional engagements and responsibilities. This role is essential in maintaining efficiency and professionalism in daily operations, allowing the ED to focus on strategic leadership and organisational goals.


Key Responsibilities:

Executive Office Diary Management

• Proactively manage and coordinate the diary of the Executive Director by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided
• Provide full support by drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the ED
• Schedule meetings and arrange the zoom/teams calls for meetings
• Facilitate the booking and set-up of meeting rooms as per requirements of scheduled meetings
• Handling communication directed to the Executive including inquiries and correspondence
• Manage external relationships with stakeholders on behalf of the ED
• Assist with high-priority projects by coordinating tasks and monitoring deadlines
• Respond to meeting requests as instructed
• Provide reports for senior management as required

Manage Board Meetings and Board Support

• Schedule board/committee meetings and prepare board packs ahead of meetings
• Complete the minutes of these meetings
• Liaising with Board Members

Supporting the ED: Travel, Accommodation

• Manage the ED travel budget
• Logging call with IT
• Assist with Adhoc projects when needed in department and for ED
• Ensure that there is electricity, water at the accommodation etc
• Liaising with property management about repairs when needed
• Booking of flights for International/Local flights for ED
• Prepare Subsistence currency
• Book accommodation
• Ensure the ED has all her paperwork for the trip

Manage Cars and Driver

• Ensure the driver is on time and always there for the ED
• Co-ordinate and manage the driver’s schedule
• Liaising with Driver on ED schedule
• Ensure there is always petrol in the car
• Logging each trip
• Ensure that the cars are well maintained

What you will need to be successful in the role

• Tertiary/Post Matric training in relevant subjects related to the role. Certificate or Diploma preferable.
• Minimum of 3 years Executive Personal Assistant and working with a Board of Trustees
• Valid Driver’s Licence
• Preferable proficient in French
• Shorthand minute taking
• Excellent interpersonal and communication skills including diplomacy
• Excellent time management skills with the ability to manage multiple priorities and deadlines
• Good knowledge of Microsoft Office
• Excellent organisation, prioritising and planning
• Excellent administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them
• Excellent professionalism, trustworthiness and confidential in approach
• Good cross functional collaboration
• Good personal leadership in own job
• Good results orientation
• Ability to work under pressure
• Willingness to learn new things
• Ability to forward plan and manage a complex and busy diary
• Experience of managing and planning projects, conferences and events
• Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely
• Ability to draft routine correspondence and reports 
• Ability to maintain accuracy and attention to detail
• Basic knowledge and application of secretarial management and practices is an added advantage
• Extensive knowledge of office administrative procedures and knowledge of use and operation of standard office equipment, at a high level

 

Person specification
Zeitz MOCAA is an inclusive employer committed to diversity, equity, and welcoming candidates from historically disadvantaged backgrounds. The role offers a unique opportunity to contribute to the institution's mission of promoting African art and cultural dialogue.