Executive Assistant and Office Administrator

About Chandler Institute of Justice

The Chandler Institute of Justice (CIJ) is a consulting firm that collaborates with African governments in leveraging the transformative power of law reform to enhance good governance and facilitate social mobility and inclusive economic development. CIJ is founded on the philosophy that, through concerted efforts and strategic investments in developing effective legal frameworks, African countries can build resilient societies founded on the principles of justice, prosperity, and inclusivity.

Focus Areas

Good Governance: Legal frameworks that establish the institutional mechanisms and checks and balances necessary to prevent abuse of power, corruption, and arbitrary decision-making, thus promoting good governance, adherence to the rule of law, transparency, accountability, and respect for human rights.

Economic Development: Legal frameworks that provide the foundation for economic activities by establishing clear and enforceable laws that create a conducive environment for investment, entrepreneurship, and innovation, fostering economic growth and prosperity.

Social Mobility: Legal frameworks that promote social justice, equity, and inclusivity by protecting the rights of marginalized groups, ensuring access to justice, and fostering social cohesion. These include laws that govern education, healthcare, housing, labour rights, and social protection with the aim to contribute to the well-being and prosperity of individuals and communities, thus addressing inequalities and promoting social mobility.

Responsibilities

Executive Support:
Provide high-level administrative support to the executive team, including managing calendars, scheduling appointments, and coordinating meetings and travel arrangements
Prepare and edit correspondence, communications, presentations, and other documents on behalf of the executive team
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner

Office Management:
Oversee the day-to-day operations of the office, ensure smooth functioning and efficient workflow
Maintain office supplies inventory, anticipate needs, and place orders as necessary
Act as the primary point of contact for external stakeholders and visitors, ensure a professional and welcoming atmosphere

Administrative Support:
Handle sensitive and confidential information with discretion and professionalism
Assist in the preparation of reports, memos, and other documents as requested
Coordinate logistical arrangements for conferences, workshops, and other events

Communication and Coordination:
Facilitate communication within the organization and with external partners, and clients
Serve as a liaison between the executive team and staff members, ensure effective dissemination of information
Collaborate with team members to coordinate project-related activities and deadlines

Record Keeping and Documentation:
Maintain accurate records, files, and databases, ensure information is organized and easily accessible
Assist in the development and implementation of office policies and procedures to improve efficiency and effectiveness

Requirements

The successful candidate will ideally possess the following traits:
Minimum of 4 years proven experience in executive support roles or office administration, preferably in a consulting or professional services environment
Relevant post matriculation qualification is required with Tertiary Degree, National Diploma or its equivalent
Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines effectively
Excellent communication skills, both written and verbal, with a high level of professionalism and diplomacy
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications
Demonstrated ability to exercise discretion and maintain confidentiality
Must have a valid driver’s license
Experience working in a multicultural environment and sensitivity to diverse perspectives and cultures
Only candidates who are legally eligible to work in Cape Town, South Africa will be considered

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