Job Description
Admin Jobs. Masakhane Jobs
Role Overview
The Operations and Executive Support Officer will play a vital role in ensuring the smooth operation of Masakhane Research Foundation and the Hub organisational systems while providing high-level administrative and strategic support to the Hub Director and Board Chair. This role requires a proactive, detail-oriented professional who thrives in a dynamic environment and can balance executive assistance with operational coordination.
You will serve as the central link between leadership, staff, and external partners—helping to keep the organisation running efficiently, priorities clear, and commitments on track.
Key Responsibilities
Executive Support
- Manage the Director’s calendar, appointments, and travel arrangements; prioritise engagements and respond to meeting invitations.
- Prepare briefing notes, agendas, minutes, and follow-up actions for board and management meetings.
- Coordinate communications and correspondence with internal and external stakeholders.
- Draft reports, presentations, and documentation as requested by the Director or Board.
Operations and Logistics
- Oversee daily organisational logistics and coordination for a distributed (remote) team.
- Manage procurement, vendor relationships, and office administration (where applicable).
- Support onboarding of new staff and maintain HR records and contracts.
- Coordinate logistics for workshops, retreats, and events (virtual and in-person).
- Maintain organisational databases, files, and shared resources.
Financial and Administrative Support
- Track organisational expenditures, prepare simple financial reports, and support budgeting processes.
- Liaise with the finance team or accountant to ensure timely reconciliations and documentation.
- Support grant reporting, reimbursements, and compliance with donor and board requirements.
Board and Governance Support
- Provide administrative support to the Board Chair, including scheduling meetings and maintaining board documentation.
- Coordinate communication between the Director, Board, and staff to ensure alignment on key initiatives.
Qualifications & Experience
- Bachelor’s degree in Business Administration, Project Management, Development Studies, or a related field.
- Minimum of 3–5 years’ experience in operations, administration, or executive support (preferably in a nonprofit or international organisation).
- Demonstrated experience managing logistics, calendars, and financial tracking systems.
- Excellent writing, communication, and presentation skills in English.
- Proficiency with digital collaboration tools (Google Workspace, Slack, Airtable, or similar).
- Strong problem-solving ability, attention to detail, and capacity to work independently with minimal supervision.
- Experience supporting remote teams or international operations is a strong advantage.
How to Apply
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