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Executive Assistant to the Director General

2 mesi fa

Roma, Lazio, Italia InterSos A tempo pieno

Job Summary

The Executive Assistant provides administrative support to the Director General in all aspects of his work, ensuring an efficient and effective management of the organisation. The role requires excellent intercultural communication and interpersonal skills, as well as the ability to handle sensitive and confidential information.

Main Responsibilities

  • Provides coordination and oversight to the Director General's Office, supporting in setting work priorities and ensuring deadlines are met;
  • Ensures the Director General receives regular and timely progress reports from the Directors and the Heads of Units under his direct Line Management;
  • Manages the Director General's incoming and outgoing correspondence;
  • Manages the Director General's daily schedule and office task list;
  • Serves as the first point of contact for the Director General for internal and external parties;
  • Undertakes and effectively organises the Director General's participation in all events related to INTERSOS work and partnerships;
  • Creates and keeps updated the Director General's communication plan;
  • Supplies comprehensive information in response to internal and external requests, including important information to be added to the Organisation's website/intranet;
  • Assists the Director General and the Directors' Team in the Annual Action Plan exercise and Quarterly Revisions;
  • Assists the Director General in strategic issues, such as the support to the process of the organisational strategic planning;
  • Supports in the arrangement of the Director General's travels (transportation, visa, accommodation, itinerary, expense claims) in collaboration with the responsible staff;
  • On a needs basis, collects, analyses and summarises information, as requested by the Director General;
  • Other duties as required.

Administrative Support to the General Directorate and the Directors' Team

  • Organises and participates in the General Directorate's and Directors Team's meetings, retreats and other institutional events;
  • Manages the General Directorate filing and storing systems (Google Drive), mailing lists and contacts database.

Administrative Support to the President of the Board of Directors

  • Ensures official internal communication (i.e. convening General Assembly and Board meetings, managing meeting minutes, archives and social books, ad-hoc projects);
  • Supports the communication among the members of the Board and the members of the Association;
  • Collects and analyses documentation concerning the Third Sector, international cooperation and in general all the Organisation's institutional activities;
  • Organises official moments of participation of the Associative Bodies in the life of the Organisation.

Internal Communication Support

  • Prepares and organises specific internal meetings and their agendas (i.e. Annual Heads of Mission Week);
  • Keeps updated the institutional calendar at HQ level in order to share information on key processes, appointments and events throughout the year;
  • Manages the information shared by the General Directorate with the HQ, the missions and the external public.

Requirements

  • Master's Degree;
  • At least 3 years' experience in similar roles, preferably in non-profit organisations;
  • Thorough knowledge of the Third Sector;
  • Excellent time management skills;
  • Accuracy and confidentiality;
  • Excellent writing skills;
  • Excellent organisational skills;
  • Proficient use of the Google Suite;
  • Flexibility;
  • Good planning skills;
  • Communication skills, both written and oral, to deal with all internal and external stakeholders, creating a positive environment.

Languages

Fluent Italian and English, French is an asset.

Personal Requirements

  • Strong motivation and adherence to the humanitarian principles and the mission of INTERSOS;
  • Strong attitude for teamwork and collaboration within a complex organisation;
  • Excellent interpersonal and team-working skills;
  • Ability to adapt to unexpected events.