Executive Assistant

1 mese fa

Turin, Piemonte, Italia Avaaz A tempo pieno
About Avaaz

Avaaz is a global campaigning and advocacy organization that empowers its members to create positive change in the world. With a presence in almost 70 million people worldwide, we strive to address pressing global challenges such as climate change, human rights abuses, and the dismantling of democracy.

Our Model

Avaaz's unique model enables individuals to channel their voices into a collective force, driving impact at critical moments. We're funded by small donations from our members, ensuring our independence and focus on making a difference.

Position Overview

The Operations team is the backbone of our organization, and the Executive Assistant will play a crucial role in supporting the Head of Finance, Operations, and Grantmaking. This individual will provide exceptional administrative support, facilitate core priorities, and drive operational efficiency.

Responsibilities
  • Provide comprehensive administrative support to the Head of Finance, Operations, and Grantmaking
  • Design and implement systems to improve knowledge management, project management, and cross-team communication
  • Proactively manage projects, schedules, meetings, travel coordination, and logistics for senior staff and other team members
  • Track and manage organizational priorities, ensuring timely progress and effective communication between senior leadership and the Avaaz team
  • Serve as a focal point for vendors, contractors, and external stakeholders, managing relationships and ensuring smooth delivery of services aligned with organizational needs
  • Support budget monitoring, approval authority, and processes, ensuring timely processing and efficiency
  • Contribute to the development and management of systems and processes ensuring legal, tax, internal policies, and regulatory compliance
  • Conduct high-level research, fact-checking, proofreading, and preparing briefings or reports as requested, ensuring accuracy and relevance
  • Oversee timely invoicing, expense management, and credit card reporting for senior staff and other team members as applicable
  • Support administrative and coordinating organizational tasks as part of the Operations team, including planning team meetings, retreats, and other significant events
  • Identify and implement opportunities to streamline administrative and operational workflows, driving efficiency across the operations team
Competencies
  • Experience in an executive-level support or operations role with a demonstrated track record of high performance and success
  • Strong proficiency in online communication tools (Slack, Zoom, Google Suite), comfort with project management tools and online databases (Monday.com, Notion, etc.), financial systems (Quickbooks, Concur), and a curiosity to explore emerging tools and technology
  • Self-starter, highly motivated, and resourceful team player able to manage multiple projects and conflicting priorities under deadline in a fast-paced environment
  • Strong judgment, able to think and work independently, multi-task, prioritize, and follow through to effectively manage workflow
  • Excellent analytical and problem-solving skills, familiarity with financial documents
  • Strong organizational skills with attention to detail, accuracy, protocol, and a commitment to high-quality work
  • Passion and commitment to global justice, citizen empowerment, and social change
  • Ability to maintain confidentiality and handle sensitive matters with discretion and diplomacy
  • Excellent written and oral communication skills
  • Excellent written and verbal skills in English; additional languages are an asset
Location

Avaaz is a virtual organization, with most of our work done over email, Gdocs, telephone, and Slack. Our staff are based in cities all over the world. For this position, the candidate needs to be based in the ET (preferably) or the PT timezones, anywhere in the Americas (North or South). Applicants outside of these timezones will not be considered for this role.

Compensation and Benefits

We make sure our salaries match both your experience and the cost of living where you are based. Our packages are aligned with top international NGOs, so you can count on a competitive offer:

  • US$75,000 - US$89,000 - For candidates based in Latin America
  • US$98,000- US$115,000 - For candidates based in the US and Canada

The development of our employees is paramount. To support this, we include these benefits:

  • 5 weeks paid vacation per year
  • 10 paid holidays per year
  • Up to USD 3,000 training and development per year
  • Up to USD 1,500 for language development per year
  • Out-of-Home Workspace Rental

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