Job Advert: Executive Assistant for the WIEGO International Coordinator / CEO (3 days per week)

Remote position – Home-Based Location (The International Coordinator is based in South Africa and the UK so applicants will need to be based in a similar time zone to SAST and GMT)

About WIEGO

Women in Informal Employment: Globalizing and Organizing (WIEGO) is a global network focused on securing livelihoods for the working poor, especially women, in the informal economy. We believe all workers should have equal economic opportunities and rights. WIEGO creates change by building capacity among informal worker organizations, expanding the knowledge base about the informal economy, and influencing local, national, and international policies.

The Position

WIEGO is seeking a highly organized and professional Executive Assistant to support our International Coordinator (equivalent to CEO/Executive Director), who is based in South Africa and the UK. This position involves providing high-level administrative support, including calendar management, meeting coordination, communications and project support. Additionally, the Executive Assistant will have responsibilities related to the organization’s governance and will play a critical role in ensuring the effective operation of WIEGO.

This is a remote, part-time position. The successful candidate will work from home and must have access to their own computer equipment and a reliable Internet connection. Prior experience in providing high-level remote executive support is required. Applicants should be based in a time zone aligned closely with South Africa and the UK.

Key Responsibilities

Reporting directly to the International Coordinator, the Executive Assistant will:

Calendar Management, Work Planning, and General Administrative Support for the International Coordinator:

• Ensuring the International Coordinator’s calendar is up to date, coordinated and well organized to support an effectively prioritize workload
• Arranging, scheduling and booking meetings, liaising with internal and external contacts to coordinate diaries where necessary
• Maintaining own work planner and updating on ongoing basis
• Tracking commitments of the International Coordinator and seeing them through to completion.
• Preparing and processing of expense reimbursement claims and credit card reconciliation
• Liaising with WIEGO’s Events & Travel Manager to plan and organize international travel, including producing itineraries, coordinating visa applications, and compiling materials as necessary.
• Email management on behalf of the International Coordinator as needed
• Supporting internal communication e.g. responding to queries, posting on WIEGO’s Intranet, and otherwise distributing information on behalf of the International Coordinator
• Troubleshooting or referring technical issues experienced by International Coordinator
• Organizing and maintaining files and drives

Board Support:

• Serving as the International Coordinator’s administrative liaison to the WIEGO Board
• Aiding the Finance Director in their Company Secretary duties pertaining to the Board
• Preparing Board meeting agendas, including distribution of board materials before meetings in electronic format, as well as attending meetings to take minutes
• Providing assistance to the Operations Director during the induction process for new Board members as needed
• Assisting the Board sub-committees with distribution of materials before meetings in electronic format, attending meetings to take minutes, and with ad hoc requests

Liaison with WIEGO’s members:

• Leading on the implementation of WIEGO’s strategy to support its individual membership
• Working with the Organisation and Representation Programme Director to support institutional members

Project Support:

• Project management and content creation for governance and organisational development processes led by the IC and the Senior Management Team
• Provide input and administrative support to organisational development processes

General Organizational Administrative Support:

• Providing logistical support for in-person meetings as needed and assisting in pre-planning as determined in collaboration with the Events & Travel Team.
• Preparing meeting agendas, compiling relevant information prior to meetings so it is readily available to participants, arranging video conferencing and attending meetings to take minutes where necessary
• Reviewing meeting minutes to track and follow up appropriate actions on behalf of the International Coordinator