This position would suit someone able to adapt and thrive in unpredictable circumstances, show initiative, tact and diplomacy. Experience at executive assistance level - preferably in the not-for-profit sector - would be advantageous. If you are highly organised, adept at handling people and stress, accurate and efficient then we invite you to apply for our current vacancy of Executive Director's Assistant at Greenpeace International.
Purpose of the job
To manage and support the International Executive Director (IED) with day-to-day business in order to support the IED in the effective execution of his/her work and promote the optimal use of his/her time and energy.
1. Director support
Manage all matters relating to the administration of the IED's agenda and obligations, according to good business practices, to enable the IED to work efficiently and effectively.
Act as first point of contact for internal and external queries/requests to the IED and keep informed of organisational developments in order to filter communication to the IED and provide direct responses as appropriate.
Arrange and coordinate all aspects of internal and external meetings on behalf of the IED. Ensure efficient recording of discussions and agreement as well as the dissemination of information and follow up. Prepare the requisite details pertaining to external meetings for the IED by liaising with the relevant people at external organisations regarding timings, agenda and other logistics.
4. International Executive Director's Travel
Organise all aspects of IED travel, including visa application and liaison with external agencies and NROs regarding logistics as required. Ensure IED travel is communicated effectively to all concerned.
5. Information dissemination
Monitor and disseminate relevant incoming information and maintain an updated and informative internal website for each unit within the directorate, in order to keep the Greenpeace world updated on current internal and external developments in the relevant areas.
6. Financial administration
Monitor unit budgets, in cooperation with the Finance unit, in order to ensure that records are up-to-date and that expenditure remains within budget. Ensure timely submission and payment of invoices and expense claims and follow up on specific issues with Finance.
7. Administrative systems
Maintain information and other administrative systems as required to ensure effective access to up-to-date information for the IED and other interested parties.
Perform duties as requested by the IED or Head of EDO to facilitate the execution of the IED’s duties.
Skills required / qualifications
- 3 years experience working in a similar position, providing administrative support at an executive level.
- Discretion and confidentiality
- Experience with management information systems
- Experience with budget monitoring
- Experience working with an NGO or international organisation an advantage
- Co-ordination and logistical skills and experience
- Project management skills or experience preferable
- Fluency in written and spoken English
- Proactive approach
- Strong inter-personal skills
- Experienced in Office (Word, Excel, PowerPoint, Outlook)
Please send your CV, along with a letter of motivation to firstname.lastname@example.org
Deadline for applications is Sunday January 2nd 2011.
Please note: all applicants must be eligible to live and work in The Netherlands.