Role and Purpose

ACET is seeking to recruit a Special Assistant to the President & Chief Executive Officer to provide high level support to the President through a combination of administrative, research analysis, communications and information activities to facilitate effective leadership and management of the organization.
About ACET

The African Center for Economic Transformation (ACET) is a Pan-African economic policy institute supporting Africa’s long-term growth through transformation. We work directly with African governments, businesses, and civil society—within countries and across borders—to remove policy barriers to sustainable, inclusive development.

We are headquartered in Accra, Ghana but boast a diverse staff based across several continents. We are proud to be African led but globally connected, drawing on the expertise of our staff and partners to produce research, offer policy advice, and amplify Africa’s voice through high-profile events, advocacy, and engagements. We work in collaboration toward the shared mission of delivering economic transformation that improves livelihoods for all Africans. Learn more at www.acetforafrica.org.

About the Position

Job Title: Special Assistant to the President & Chief Executive Officer
Reporting Line: President & Chief Executive Officer

Job Summary

Reporting to the President & Chief Executive Officer, the Special Assistant (SA) will be responsible for:

a) Managing the communication, information, administrative, and financial support systems for the Chief Executive Officer (CEO)
b) Supporting the ACET Management Committee with responsibility for all elements of committee meetings
c) Ensuring effective coordination between the CEO’s office and other departments across ACET to facilitate delivery across the organization
d) Working with teams across ACET to ensure the CEO’s communications (blogs, speeches, interviews etc.) are informed by quality analysis from ACET and approved by Communications.

Roles and Responsibilities

Administration Support to President & CEO

• Provide full administrative support to the CEO including proactive diary management and liaising with key contacts in partner organisations.
• Prioritize emails and all correspondence for the CEO – deal with them directly where possible, redirect where necessary and prepare follow up items that need to be handled by the CEO.
• Develop briefing books to ensure the CEO has all relevant documents needed for briefings, meetings and travelling at least 24 hours in advance.
• Prepare documents (including letters and slide decks) and other materials for the CEO and distribute copies to relevant stakeholders, where necessary, in a timely fashion.
• Proactively manage and organise – and, where appropriate, take notes of meetings as requested by the CEO.
• Manage the CEOs IT needs, business cards, stationary, travel, accommodation, and expenses.
• Ensure the office of the CEO has an effective filing system so key documents and contacts can be easily accessed by the rest of the organisation.
• Work with CEO to ensure timesheets and other organizational time sensitive responsibilities are completed on time.
• Perform other responsibilities as may be required from time to time to ensure the smooth running of the CEO’s Office.

Management Committee Meetings (MCM)

• Organise weekly MCM meetings including working with senior colleagues to set agendas.
• Take minutes and ensure they are disseminated to MC members and filed.
• Manage the strategic database of MC actions and ensure follow up by MC members.
• Ensure members of the extended MCM are invited to MC meetings where necessary.

Research Analysis/ Special Programmes

• Collate secondary data when necessary to support the development of speeches, blogs and other communication efforts of the CEO.
• Undertake research on potential donors to inform and support ACET fundraising work.
• Undertake research that might be required by the CEO.

Information & Communications Support

• Work closely with Communications team to support President & CEO engagements, developing a tracking system to ensure that inputs, drafts, and final delivery are completed in a timely manner and well understood by all.
• Ensure the communications team has access to key documents for web and intranet content, web-meetings, teleconferences and regular flows of information.
• Assist the CEO to manage her social media accounts.
• Co-ordinate the planning, running and follow up of key workshops and meetings, conferences and events, supporting organisers in preparing agendas, papers, minutes and reports.
• Provide a timely response to external and internal requests for information.

Qualifications

The preferred candidate will meet the following criteria:

Essential

• A positive “can do” attitude and someone who is deeply committed to economic transformation in Africa.
• Excellent organisational and administration skills and the ability to plan and prioritise own work without close supervision
• Good interpersonal and communication skills
• Professional manner and approach to work
• Attention to detail and commitment to quality
• Good writing skills with the ability to draft and edit documents letters accurately, produce summaries and compose own documentation
• Good research and analytical skills
• Experience of organising administrative aspects of meetings, workshops and events with limited support
• Aware of the need for appropriate levels of confidentiality and ability to ensure these levels are maintained
• Self-motivated, resourceful, proactive, and flexible; able to make judgements as to when to take initiative on the CEOs behalf, and able to find solutions when answers are not obvious.
• Eagerness to take on new and complex work and excellent time management skills
• Highly computer literate and confident with Word, PowerPoint, Outlook and Excel
• Good team player
• Ability to work occasionally outside normal hours to meet immediate deadlines or to liaise with people in other time zones.

Desirable

• Broad understanding of the international development system;
• Experience of working effectively within a large and complex organisational structure.

Qualification Required & Experience

Education and Experience

• A minimum of an undergraduate degree with practical experience in a Senior Executive Assistant or Special Assistant Position

Location: Accra