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Executive Assistant – Management Board

12-May-2014

Reporting to: Chief Operations Officer

Full-time/Part-time: Part-time, 32 hours per week

Location:  Ede office, The Netherlands

Type of Employment:  Temporary contract

Application Deadline:  23 May 2014

Background

Wetlands International is dedicated to safeguarding and restoring wetlands — for people and nature. We are driven by the knowledge that safeguarding and restoring wetlands is urgent and vital for water security, biodiversity, climate regulation, sustainable development and human health. In our disaster risk reduction work, we work from the principles that environmental degradation can lead to disasters and aggravation of hazards, and that the sustenance and restoration of healthy ecosystems are key to reducing disaster risk and improving livelihood resilience. Our global not-for-profit network of 16 independent offices is governed by a Supervisory Council and a Board of the Association of 35 national government and non-governmental organization members. We bring knowledge into policy and practice, connect local actions in 100 countries to make a global difference, we catalyze actions that support those that use or depend on wetlands, and we are passionate about the positive change we make for people and nature. 

Wetlands International received the CBF (Dutch Central Bureau for Fundraising) Seal of Approval in 2011, the highest Dutch quality mark for charitable organizations.  Most of our work is financed on a project basis by governments (bi and multilateral funding) and private donors (foundations, corporates), with our Association members providing small but critical unrestricted support. See our website for more information on the values, strategies and policies that guide our work.

Working relations

INSIDE Wetlands International:

Chief Executive Officer, Chief Operations Officer, Supervisory Council/Board of Association members, Policy & Strategy Team, Heads of Offices; Office Manager and headquarters staff.

OUTSIDE Wetlands International:

All Management Board contacts, partners, donors and other stakeholders of the organisation.

Overall purpose of the job

The Executive Assistant is a key person in the headquarters team, acting as the primary contact point for the Chief Executive Officer (CEO) and the Chief Operations Officer (COO) in relation to internal and external networks; and working to support the work of the CEO and COO on a day to day basis.

Responsibilities and tasks

Support to the Management Board (MB)

  • Act as the first contact person for the CEO and COO, manage their diary and electronic correspondence, prepare relevant correspondence or respond on their behalf if required, keep track on deadlines/actions needed;

  • Manage the CEO’s and COO’s meetings and travel schedule, collect documents for these meetings and process their expense claims;

  • Assist the CEO and COO in managing/preparing senior staff meetings’ agenda, documentation and minutes, following-up on decisions and actions and acting as the contact point for logistical arrangements (MB meetings, PST meetings, HoO meetings);

  • Assist the MB in the preparation of letters, briefing notes, presentations, reports and proposals;

  • Develop and maintain a documentation and filing system for MB correspondence, decisions and follow up.

  • Manage the time writing report of the CEO and COO

Organisation of meetings 

  • Coordinate the practical and logistical organisation of HoO meetings, including venues, budget and travel arrangements etc.

  • Coordinate the practical and logistical organisation of the yearly network event in the Netherlands

  • Coordinate the practical and logistical organisation for the attendance to (international) events/exhibitions

Other

  • Carry out any other reasonable duties which are consistent with the post and the aims and objectives of the position.

Profile

The successful Executive Assistant will be an experienced executive secretary or personal assistant with a preference for working in a dynamic, international, multi-cultural office environment and an interest in the work of Wetlands International. S/he will have demonstrated personal communication qualities, abilities in researching and preparing documents and presentations for a range of purposes, taking minutes and organising international meetings with a technical agenda and of developing and maintaining effective communications with international networks.

Furthermore this person should have the ambition to support the Management Board in change management in relation to organisational efficiency and culture.

Essential skills and experience

  • 3 or more years experience as personal assistant to a senior executive

  • fluent spoken and written 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

  • demonstrated experience of organising international meetings

  • competency in use of key computer programmes, office systems and budget preparation and management

  • experience of working in a multi-cultural office community

  • flexibility, including in working hours

Preferred skills and experience

  • international experience or working experience in developing countries

  • additional language skills, especially French

  • experience of working in an NGO

  • active interest in environment and development issues

  • experience of working with an organisation with multiple offices

To apply:

Send a cover letter and CV detailing your experience in the above areas and motivation to Silva Paronakian, e-mail: silva.paronakian@wetlands.org. Please mark in the subject: “Application Executive Assistant – Management Board”. For more information please contact Silva Paronakian, HR Officer, e-mail: silva.paronakian@wetlands.org.