Executive Assistant (32-36 uur)

Nieuw

The company

A worldwide, not-for-profit organisation with 60 years of experience. The organisation has a Network made up of 20 offices working in over 100 countries, with outstanding technical staff around the world. Together with many partners, it works to safeguard and restore wetlands for people and nature, to reconcile conflicts over water, reduce the risks and impacts of floods and droughts, meet future food needs and tackle climate change

The job

The Executive Assistant is a key person who supports the Global Office MT (3 staff), the Network-wide MT (10 staff), and the Wetlands International Supervisory Council, acting as the primary contact for these groups internally and towards external parties. The Executive Assistant (EA) also provides daily support to the CEO of the Global Office who is the Chair of both management teams, lead spokesperson and figurehead for the global organization.

Responsibilities and tasks:

MT Support

  • Plan, set-up and administer MT and Supervisory Council meetings
  • Manage the conflicting calendar priorities of MT members
  • Take minutes, prepare and monitor action list, and proactively follow up with all parties as appropriate to ensure timely completion
  • Act as the first contact person for the MT, manage their calendars and (as required) electronic
  • correspondence, prepare relevant correspondence or respond on their behalf if required
  • Reference to being CEO and MT connect to HoO

Meetings

  • Participate in key meetings and prepare documents
  • Organize meetings (Annual meeting Global Board, Supervisory Council, Board of Associations, etc.), arrange logistics, prepare documents, taking minutes, hosting

Events and Travel

  • Oversee/ support arrangements for travel, meetings and field visit; share information about the logistics, whereabouts, local circumstances, etc. for the CEO
  • Coordinate MT members travel logistics (visa, flight, accommodations)

Administration

  • Organize the MT workspace (and other related sites) on SharePoint
  • Ensure the administration relating to Office legal documents (GNPA, HoO agreement, registration documents, name certificates), and provide assistance in the registration of new offices, registration brand name
  • Manage the members database and admin/communications

Other

  • Carry out any other reasonable duties consistent with the aims and objectives of the position

Profile

The ideal candidate is a service-orientated, reliable professional, who enjoys juggling multiple tasks at the same time under time pressure. (S)he will be an experienced executive secretary or personal assistant with a preference for working in a dynamic, international office and have affinity with the mission and work of Wetlands International. S/he will have effective personal communication skills and be good at managing relations with people at all levels. The jobholder is the ‘linking pin’ between CEO, and the Supervisory Council, Head of Offices and the Board of Association.

Job requirements

Essential skills and experience

  • 6 or more years’ experience as personal assistant to a senior executive
  • fluent spoken and written Dutch and English
  • interest and ability to comprehend and communicate on the organisation’s work on environment and development
  • excellent written and oral communications including with international relations
  • excellent judgment on how to handle (sensitive) relations and matters arising
  • excellent organisational and time management skills
  • competency in use of key computer programmes, office systems (excellent in use of Excel and Word)
  • experience of working in a multi-cultural office community
  • flexibility, including in working hours

Preferred skills and experience

  • additional language skills, preferably French (is a plus)
  • experience of working in an NGO
  • active interest in environment and development issues
  • experience of working with an organisation with multiple offices
  • flexibility, including in working hours
  • international experience or working experience in developing countries

Offer

  • Part-time/ Full-time job, 32-36 hours per week (be present at the office for five days)
  • Salary Euro 3150,- based on a fulltime (36) contract.
  • Contract duration: 1-year contract with intention of extension.

Contactpersoon

Elisabeth Sarian
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