ROLE 

The Executive Assistant is a member of the Africa team who will support the Vice President (VP), Africa on a daily basis and help ensure the Africa team continues to build a dynamic and efficient environment, collaborating with the regional funding team on contracts management and working closely with the Global Support team to support the organisation's global operations and administrative projects. The successful candidate has strong operational, analytical and problem-solving skills, and can prioritise tasks successfully.  

This position will report to the VP, Africa.  

The role requires an estimated 1-2 international trips annually and occasional irregular hours to accommodate staff across different time zones. 

Applications are due by 21 May 2025 - 11:59pm (WAT).

RESPONSIBILITIES

Executive Administration

• Management of communications, calendar scheduling and logistics  

• Submission of monthly expenses through online reporting tool  

• Coordinate domestic and international travel arrangements, including management of the meetings, hotels and ground transport during the trip, as well as securing visas and additional travel documents in advance of the trip 

• Assist with coordinating internal and external staff events and business meetings, preparing and distributing agendas and other materials, managing any allied logistical requirements and budget expenses 

• Provide project management support for team-level events  

• Complete operational and administrative responsibilities as necessary and assigned by the VP, Africa 

Operations

• Management of contracts with vendors, suppliers and partners  

• Support the Africa team with possible contract queries  

• Work in partnership with Contracts to make sure contracts are up to date and diligent  

• Act as a key contact person for Finance & Operations, People & Culture and Risk Management teams for the region 

Global Support Activities  

• Work in partnership with members of the Global Support team across the organisation to support process improvements and enhance our shared cultural values.  

• Research, develop, and deliver special projects (both assigned and self-identified) for the Global Support team as well as the Program teams from time to time 

• Contribute to inter-regional engagement and collaboration by actively supporting Luminate, through sharing knowledge, experiences with the organisation and fostering personal development 

EXPERIENCE & SKILLS 

Note: we view this section as a guide, not a checklist. We encourage you to apply if you see a strong connection (not necessarily perfect) between you and the opportunity. 

• You have a bachelor’s degree or its equivalent 

• You have experience providing administrative support in a fast-paced environment, including calendar management, communications, expenses and travel  

• You are confident in managing an executive’s schedule, including scheduling meetings, travel arrangements and prioritising sensitive matters 

• You’re an excellent project manager with the ability to manage your workflow, while prioritising multiple projects successfully 

• You’re a great communicator; with strong written and verbal communication skills 

• You have the proven ability to work on your own but also collaboratively as part of a multicultural team spread across different geographic regions 

• You’ve got great people skills; you’re quick to establish rapport and build relationships - with the goals of supporting a positive work culture  

• High comfort and proficiency with Microsoft Office suite (preferably in a Mac environment); Expensify and Salesforce experience is highly preferred 

• Desire to take ownership of new projects and responsibilities as they arise.  

• Preferred experience working in organisations with international offices 

ABOUT LUMINATE    

Luminate is a global foundation working to ensure that everyone – especially those who are underrepresented - has the information, rights, and power to influence the decisions that shape society. The foundation is focused on enabling people to fully participate in civic and political life, to safely challenge power, and to access accurate, trustworthy information. It was established by philanthropists Pierre and Pam Omidyar and has worked for over a decade on issues related to governance and citizen engagement.    

IMPORTANT INFORMATION YOU SHOULD KNOW    

Luminate believes that diversity and inclusion make us more successful in our work, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression.