Executive Assistant for Executive Directors

il y a 1 semaine

Bruxelles, Région de Bruxelles, Belgique European Climate Foundation Temps plein

The European Climate Foundation (ECF) was founded in 2008 as a major philanthropic initiative to help tackle climate change by fostering the development of a low-carbon society at the national, European and global level.


We support over 1000 partner organisations to carry out activities that contribute to the public debate on climate action, drive urgent and ambitious policy in support of the objectives of the Paris Agreement and help deliver a socially responsible transition to a net-zero emissions economy and sustainable society in Europe and around the world.


Position:

About the role:

The ECF is looking for two Executive Assistants to the (Programatic) Executive Directors.

(ED) The Executive Assistants will be responsible for booking ED travel and scheduling ED meetings/comitments, in consultation with the relevant members of their teams.

These EDs have a complicated and variable schedule, with frequent last-minute changes.

The assistants will need to have a proven track record of managing complexity adapting to changing circumstances in a multicultural environment.

The 2 positions will support 6 EDs with these functions.

One position will be focused on supporting the 3 UK based EDs and another one will support the 3 Europe based EDs with 1 of them as manager.


Key responsibilities:

Support to the EDs

  • Main point of contact for scheduling meetings, in close consultation with relevant staff
  • Oversee EDs schedule, tracking requirements and possibilities
  • Manage EDs invitations to events and meetings respond to requests and oversee tracking system
  • Plan and book travel, primarily in Europe and occasionally in US and Asia
  • Book meetings and venues, including catering, travel and invoices
  • Retrieve and process expenses for EDs
  • Undertake other reasonable administrative duties as requested by the EDs could include preparing meeting agendas; following up action points from meetings; occasional deskbased research projects

Requirements:

Experience and competencies:

  • Work experience in a similar administrative position working for a busy Executive; proven track record of autonomously managing a complicated schedule.
  • Proactive attitude and approach, desire to take initiative
  • Very good level of English (written and spoken). For the Europe based EDs, knowledge of French, Spanish or German would be an asset.
  • Familiarity with meeting coordination and stakeholder management
  • Excellent attention to detail, diligence and reliability
  • Proficiency with Microsoft Outlook, Excel and PowerPoint
  • Excellent skills in planning and using initiative
  • Flexibility and capacity to prioritise and manage own workload
  • Tactful with colleagues and discrete with highlevel, sensitive information

Other information:

What we offer:

  • The unique opportunity to work as part of a highly dynamic, international group of individuals who combine their passion to make a difference with a rigorous and resultsoriented approach to work;
  • A flexible work environment and a space to develop and challenge yourself;
  • A temporary, fulltime contract of 18 months (possibility to be extended)

Location:
Flexible (where ECF has an office)

Start date:
As soon as possible

Please upload below

  • CV
  • Cover letter (both in English)
**_

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