International IDEA
Executive Assistant
About the Organization
The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization. Our mission is to support and strengthen democratic institutions and processes worldwide to develop sustainable and legitimate democracies.
Role Summary
We are looking for a professional and experienced Executive Assistant to provide high-level administrative support to our Regional Director’s Office in Pretoria. The successful candidate will ensure the office runs smoothly by managing schedules, coordinating communications, and assisting with financial and travel logistics.
Key Responsibilities
- Administrative Support: Coordinate daily operations for the Regional Director’s office, collaborating with senior staff and various departments to meet organizational goals.
- Communication: Manage internal and external correspondence. Draft reports, letters, and meeting minutes while ensuring all records are properly filed.
- Calendar & Liaison: Manage the Regional Director’s calendar and serve as the primary point of contact for visitors and external partners.
- Event Coordination: Organize meetings, seminars, and workshops, including annual retreats and briefings for member states.
- Travel Management: Arrange complex travel itineraries, including flights, visas, and expense claims, in line with institutional policies.
- Financial Assistance: Support budget preparation, process invoices, and manage project expenditure reports using our financial management system.
Required Qualifications and Experience
- Education: A Bachelor’s degree in Business Administration, Management, Project Planning, Sociology, or a related field.
- Experience: At least five years of professional experience providing executive-level support, preferably within an international organization, NGO, or government body.
- Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience using ERP (Enterprise Resource Planning) systems.
- Languages: Full fluency in written and spoken English is required. Knowledge of French or other African Union languages is a distinct advantage.
- Competencies: Proven ability to work in a multicultural environment, maintain high standards of integrity, and work collaboratively as part of a global team.
Position Details
- Job Type: Local Post, Fixed-term contract (2 years).
- Location: Pretoria, Gauteng.
- Monthly Base Salary: ZAR 49,254.
How to Apply
If you meet the requirements and are interested in this role, please visit the International IDEA careers portal to submit your application.