PAST: Administrator and Personal Assistant

Administrator and Personal Assistant

Company : PAST

Johannesburg, South Africa

Closing Date: Monday, 10 July 2023

About the Organisation

PAST’s mission is to preserve, protect and promote Africa’s ancient fossil heritage for the benefit of humankind’s future. PAST believes the origin sciences have a fundamental message to teach us about ourselves and our place in nature. That’s why PAST funds and supports African research and leadership within this science. Humankind’s fossil heritage is common to all people everywhere. PAST also runs schools-based educational programmes to teach our youth about our shared origins. The transformative power of palaeontology’s message can’t be withheld from the world. That’s why PAST endeavours to communicate what we know and learn globally.

About the Job

The purpose of the Administrator and Personal Assistant is to assist the Executive in ensuring that PAST continues to achieve its mission as fully as possible. If you have enormous passion for, an interest in, and dedication to, science education and research in Africa, including the manner in which science can serve society, then this is your opportunity to contribute to PAST’s goals. You could have some formal education in a relevant field, or be an excellent, seasoned personal assistant and administrator who also has an interest in the work of PAST. This position requires an individual who can perform duties ranging from basic personal assistant tasks to maintenance of high-level donor and trustee relations and assistance with the implementation, and/or support of new projects under the guidance of the Executive.

Key Responsibilities

Facilitate the Executive’s interactions with PAST’s international board of trustees, advisors, patrons, donors and other stakeholders.

Assisting the Executive in their interactions and implementation of projects with all outsourced service providers, including but not limited to advertising agencies, museums, fundraising partners, graphic and website designers, technical advisors and artist’s agents.

Basic accounting skills and financial literacy including managing of office petty cash and account payments.

Assisting with writing and compiling documents including presentations, meeting minutes, funding proposals, Executive, Board, and donor reports together with the Trustees’ statutory annual reports and annual financial statements.

Administrating the live and digital educational theatre projects including preparing performer and facilitator agreements, communicating with the performers/facilitators, booking and managing of workshops, compiling evaluation data and building of relationships with various stakeholders and partners.

Administration of bursary and research grant programmes, organisation travel and special events.

Responding to inqueries from grantees and partners on a regular basis.

Administration of fundraising, public outreach and educational events.

Oversee the front office by answering incoming calls, replying to general correspondence and dealing with enquiries.

Facilitating the monitoring and evaluation processes for PAST’s research and education programmes.

Personal assistant duties to the Executive including running errands as requested, taking meeting notes, managing diaries, arranging meetings and other appointments, arranging venues for meetings and drafting email correspondence.

Assisting with the monitoring of PAST’s social media and website.

Managing the maintenance of organisation’s vehicles including servicing, repairs and insurance as well as purchasing necessary office supplies and equipment.

Requirements

A minimum of five years’ experience in a busy office or NGO environment.

Reliable, trustworthy, independent, flexible, adaptable, self-disciplined and can take initiative.

Fluent in English with excellent communication skills, both verbal and written.

Excellent and up-to-date computer skills, including Excel, Outlook, MS Word, and PowerPoint and the ability to manage social media and perform basic website management.

Great interpersonal skills, especially those required for maintaining relationships with the NGO’s Trustees and donors.

Reliable transport and a current driver’s license.

Possess a valid passport and a willingness to travel within Africa.

To apply

In order to apply, email your application by Monday 10th July 2023 to: recruitment@actionappointments.co.za

send your completed AA bio form, letter of motivation and updated CV (all in MS Word format).