Administrative Assistant

The Africa Leadership and Dialogue Institute (ALADI) is a global leadership institute whose mission is to Elevate Africa through thoughtful dialogue and decisive action. We curate African values-based platforms for knowledge exchange, convening heads of state, policymakers, business leaders, and young innovators to shape Africa’s narrative and drive systemic change.

The Administrative Assistant plays a central role in supporting ALADI’s operational excellence. This position ensures efficient office management, provides administrative support to departments, assists with logistics, and supports documentation, travel coordination, and organisational workflow.

The ideal candidate is detail-oriented, proactive, trustworthy, and able to handle multiple priorities with professionalism in a fast-paced environment.

• Bachelor’s degree in Business Administration, Communications, Project Management, or related field.
• 2–4 years of administrative, operations, or office management experience.
• Strong written and verbal communication skills.
• Excellent organisational abilities, attention to detail, and ability to multitask.
• High proficiency in Microsoft Office, Google Workspace, and digital coordination tools.
• Ability to manage confidential information with discretion.
• Strong interpersonal skills and a customer-service orientation.
• Demonstrated ability to work independently and collaboratively.
• Highly organised, reliable, and committed to excellence.
• Mission-driven and aligned with ALADI’s values: Respectful Dialogue, Inclusivity, Authenticity, Empowerment, Sustainability.
• Calm under pressure, solutions-oriented, and proactive.
• Professional, polished, and committed to continuous improvement.

• Office & Administrative Support
  • Manage daily office operations, including filing, document management, and supplies.
  • Handle front-desk duties: visitor reception, mail handling, courier services.
  • Draft, proofread, and format official correspondence and internal documents.
  • Support scheduling of internal meetings, taking minutes, and tracking follow-ups.
  • Maintain staff attendance logs, leave schedules, and administrative trackers.
• Travel & Logistics Support
  • Assist with arranging domestic and international travel (flights, visas, accommodation).
  • Coordinate logistics for meetings, workshops, and events.
  • Prepare travel packs, itineraries, and reimbursement documentation.
• Procurement & Vendor Support
  • Assist with sourcing quotations, supplier engagement, and documentation.
  • Track office expenditures and support petty cash reconciliation.
  • Maintain vendor files, contracts, and service-level documents.
• Project Support
  • Provide administrative support to programme teams, including document preparation, scheduling, and logistics.
  • Support coordination of project workshops, training sessions, and convenings.
  • Assist with data entry, basic research, and preparation of project files and reports.
• Communications & Reporting Support
  • Prepare internal updates, draft emails, and support digital documentation.
  • Liaise with internal teams to collect inputs, updates, and reports as needed.
  • Maintain organised digital knowledge repositories across departments.
• Stakeholder Coordination
  • Serve as a first point of contact for administrative enquiries from partners, vendors, and consultants.
  • Support the organisation of high-level meetings (room setup, refreshments, materials).
  • Coordinate with HR and Finance on onboarding schedules, document collection, and compliance requirements.