Position title: Operations and communications administrator (independent consultant)

Company: Arete Stories

Location: Johannesburg, South Africa (remote)

Working pattern: Part-time retainer (around 20 hours per week, flexible across the week)

Reporting line: Reports directly to the production lead (Jacqui Norman Smith), with alignment to the head of operations and business development (Amy Hutson)

Remuneration: R225 to R325 per hour (depending on experience) | Estimated monthly retainer: R18,000 to R26,000

About Arete Stories

Arete Stories is an international creative agency delivering storytelling, film, photography and communications projects globally. We work with international NGOs, humanitarian organisations and global brands to bring stories to life.

Role overview

We are looking for an organised, proactive and detail-oriented operations and communications administrator to join our team on a flexible, part-time consultancy basis.

Based in Johannesburg, you will work remotely alongside our local production lead to provide administrative, quality control, email/WhatsApp monitoring and operational back-office support.

Note: This is a fully remote administrative support role focused on workflow, communications, quality control and agency systems. It is not an on-set, on-location or office-based role.

Key responsibilities

1. Quality control and proofreading

• Output review: Assist with checking creative deliverables (including short films, audio tracks, media packages and copy) against agency briefs and formatting guidelines before assets go out to clients or consultants.
• Editorial accuracy: Check spelling, grammar and formatting across client-facing documents and media captions.

2. Client and stakeholder communications

• Monitoring: Check incoming messages across agency email and WhatsApp channels to ensure prompt, polite and clear responses.
• Tracking response times: Keep track of enquiries to ensure client and consultant queries receive a timely reply.
• Escalation: Pass complex client queries to the production lead or head of operations when necessary.

3. Workflow tracking (Monday.com)

• Board updates: Keep Monday.com boards updated with project statuses, task owners, deadlines and schedules.
• Job details: Tailor project boards to match the specific scope and parameters of each job.

4. Financial and administrative support

• Invoice auditing: Check freelancer, crew and supplier invoices against project budgets before passing approved paperwork to the bookkeeper.
• P&L support: Help the production lead update and maintain Excel project P&L sheets and budget trackers.
• Asset management: Keep project files, contracts, briefs and delivery folders organised and archived correctly.

Candidate profile and requirements

Skills and experience

• Proven track record in administrative, operations, executive assistant or communications support roles (experience in a creative, media or agency environment is helpful, but not essential).
• Excellent written and spoken English skills, with a keen eye for spelling and grammar.
• Strong time management skills and the ability to work independently on a part-time basis.
• High level of discretion when handling confidential agency data and client information.

Equipment and technical requirements

As an independent consultant working remotely, you will need to provide your own equipment, including:

• Hardware: Reliable laptop or desktop computer and a mobile phone.
• Connectivity: High-speed, reliable internet (with a backup plan for load shedding).

Software proficiency

• Project management: Monday.com (or similar tools like Asana or Trello).
• Spreadsheets: Microsoft Excel (budget tracking, P&L formulas and expense matching).
• Communication: WhatsApp Web, Microsoft Teams and professional email accounts.
• Cloud storage: Google Workspace, Dropbox or WeTransfer.

Compliance and onboarding

Due to the confidential nature of our global client projects, media assets and financial data, the successful candidate will need to:

1. Sign a non-disclosure agreement (NDA) before starting.
2. Provide at least two verified professional references (contact details will be checked during screening).

Contract structure and pay

• Contract type: Independent consultant agreement (part-time retainer).
• Hours: Around 20 hours per week (roughly 80 hours per month), arranged flexibly across working days.
• Included costs: The agreed hourly or monthly rate covers all time, labour and personal overheads.
• Equipment and expenses: The consultant is responsible for their own computer equipment, software licences, phone and internet connection. Direct project expenses approved in writing in advance by Arete Stories will be reimbursed at cost.

How to apply

Interested candidates based in or near Johannesburg should email the following to amy@aretestories.com

1. An updated CV showing relevant administrative experience.
2. A brief cover letter confirming your availability and that you meet the hardware and software requirements.
3. Contact details for two professional references.

Arete is seeking an intern, to support our production work, who is keen to learn more about story telling using a range of mediums.

• Two days a week
• Paid an intern rate dependent on experience
• Working from home
• Graduates/ non graduates
• Laptop and access to Wifi essential

Role will include assisting with:

• Onboarding New Consultants
• Video Projects
• Photography Projects
• Social Media
• Proposal writing
• Editing Text
• Research
• Writing production briefs

If you would like to work with us as a consultant photographer / videographer / or another media role, then please send an email to info@aretestories.com with the following information and documents:

• Your current CV.
• A short bio (4-5 lines) describing your education, your industry-relevant experience, clients you have worked with, and the languages you speak.
• 20 examples of your recent photography work (documentary style, landscape-orientation), send via WeTransfer.

• Your current CV
• A short bio (4-5 lines) describing your education, your industry-relevant experience, clients you have worked with, and the languages you speak.
• Online links to 5 examples of your recent videography work (documentary-related if possible)

• Your current CV.
• A short bio (4-5 lines) describing your education, your industry-relevant experience, clients you have worked with, and the languages you speak.