(Governance, HR and Operations Support)

Purpose of the Role

The Executive Administrative Assistant supports the Executive Director (ED) in managing priorities, communications, and documentation to support effective decision-making. The role also provides structured administrative support to governance and human resources functions, including preparation and follow-up of meetings. The position requires speed, accuracy, discretion, and the ability to operate independently in a fast-paced setting.

Main Duties and Responsibilities

Executive Support to the Executive Director (50%)

Manage and prioritize the ED’s agenda, meetings, and deadlines.

Anticipate needs and prepare briefing materials in advance.

Coordinate internal and external meetings with partners, donors, and stakeholders.

Prepare briefing files, background notes, and talking points with technical teams.

Support preparation of presentations for governance bodies and senior engagements.

Draft, edit, and format correspondence, briefing notes, minutes, summaries, and formal communications in English and French.

Governance and HR Support (30%)

Prepare documentation and coordinate logistics for board and governance meetings.

Maintain governance records and track decisions and action points.

Support HR administrative tasks, including recruitment coordination, onboarding and offboarding.

Maintain confidential personnel files and assist with HR reporting.

Support preparation of internal meetings, retreats, and governance sessions.

Administrative and Operational Support (20%)

Manage document and information systems (Microsoft 365, SharePoint, Salesforce).

Coordinate travel arrangements, expense claims, and logistics.

Support communications tasks, including social media posting and basic monitoring.

Carry out ad-hoc administrative tasks to support daily operations.

Required Profile and Skills

Minimum 5–8 years of experience in executive or senior administrative support.

Proven experience working directly with senior leadership or executive directors.

Excellent command of English and French (written and spoken).

Any additional language is an asset.

Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams).

Working knowledge of Salesforce.

Experience with Canva and social media platforms.

Strong organizational, communication, and problem-solving skills.

Fast, detail-focused, reliable, and able to manage confidential information.

Comfortable working independently and under time pressure.

Ability to work effectively in multicultural, gender-diverse, and multi-faith environments.

Behavioral and Interpersonal Skills

High level of discretion and professionalism.

Ability to anticipate needs and take initiative.

Clear judgment and calm approach to competing priorities.

Strong collaboration with senior stakeholders and teams.

Working Conditions

Remote position.

Dedicated and secure workspace.

Stable, high-speed internet connection.

Full-time availability, Monday to Friday, 09:00–18:00 CET.

Reporting Line

Reports directly to the Executive Director.

Application Deadline

15 January 2026