الرئيسية / الوظائف / مطلوب مساعد/ة تنفيذي/ة سكرتير/ة للعمل لدى منظمة دولية

مطلوب مساعد/ة تنفيذي/ة سكرتير/ة للعمل لدى منظمة دولية

Executive Assistant (m/f/d)

Closing date

Key responsibilities of the Executive Assistant (EA) include but are not limited to:

  1. The EA is a dedicated capacity post and works under the direct supervision of the Chief Operations Officer (COO) and the Director General (DG), and responds to the needs of the executive management;
  2. The EA constitutes an important Interface of support and coordination of information between the offices of the COO/ DG and the sections of the organisation.
  3. Under the supervision of the COO, the EA shall:
  4. Prepare and compile draft agenda and documentation for internal meetings and other relevant activities for the

    coordination of programme affairs, circulate agendas and documentation in due time before the respective meeting;

  5. Prepare notes and gather pertinent documentation for the meetings of the executive management of the organisation;
  6. Assist with the communication, logistics, and coordination of visits and meetings of the stakeholders and implementing partners with the executive management;
  7. Attend meetings as requested and ensure that minutes of meeting are taken and circulated to participants within 48 hours after the respective meeting;
  8. Observe and document the follow-up on decisions and action points emerging from the meetings and support the COO in preparing reports; the EA has to follow-up with/ remind the COO on deadlines related to work/ deliverables for the documentation of the various sections/ sectors of the organisation;
  9. Coordinate within the organisation section/ sectors in particular to ensure mandatory documentation on project work/deliveries (i.e. progress reports) are prepared and available for editing and submission to the office of the DG in a timely manner;
  10. Respond to requests for information through the COO from stakeholders and implementing partners;
  11. Serve as main focal point to the executive management on enquiries originating from external sources and individuals; Coordinate responses through the office of the COO and/or the DG;
  12. Ensure that relevant documentation of the executive management offices are properly filed and documented;
  13. Assist the COO in preparing and maintaining records of travels and meetings;
  14. Maintain and update contact lists of all relevant stakeholders, implementing partners and international organisations affiliated with the organisation;
  15. Provide (if requested) assistance to the section heads in the communication and arrangement of meetings, vendor visits, and training workshops;
  16. Contribute to the efficient operation and functioning of the offices of the executive management; support the coordination and flow of information between the executive management and the sections of the organisation, as well as of the organisation’s stakeholders as requested;
  17. Carry out any other task as may be determined and assigned by the office of the COO and/or the DG.

For our ongoing project in Syria/ Jordan, we are currently looking for a competent executive assistant. Task description: Key responsibilities of the Executive Assistant (EA) include but are not limited to:



  • The EA is a dedicated capacity post and works under the direct supervision of the Chief Operations Officer (COO) and the Director General (DG), and responds to the needs of the executive management;
  • The EA constitutes an important Interface of support and coordination of information between the offices of the COO/ DG and the sections of the organisation.
  • For more information on the tasks, please visit our website where a full list can be downloaded.

Qualifications:

  • Degree (BSc or BA) in office management and administration or related disciplines; professional accreditation from a renowned management institution is highly desirable;
  • At least 10 years’ experience and a proven track record as personal assistant to executive management in an international institution, preferably in a development cooperation context or fund institution context;
  • Professional knowledge and capacity to manage executive level related documentation with accuracy and quality;
  • Good written and verbal communication and facilitation skills, even under time pressure;
  • Computer literacy incl. basic software applications for office management (i.e. Microsoft office applications, etc.);
  • Proficiency in Arabic and English is required; working knowledge of Turkish would be an advantage.

How to apply

If you are interested in the assigned position, please send your application via email ([email protected]). The application should include the following documents and information:

  • Your CV in English language, EU-format preferred.
  • A list of reference persons with contact details, if not included in the CV already.

Candidates who are considered for further evaluation and for recommendation to the client will be notified within two weeks after reception of the application. Kindly understand that all other candidates will not be notified.
For information on GOPA Infra, please visit www.gopa-infra.de; for more information on GOPA Consultants, please visit www.gopa.de

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