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Executive Assistant
Wetlands International
Administration
Posted on Dec 18, 2024
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Executive Assistant
Profile
The Executive Assistant – Management Team (MT) is a key person who supports the Global Office MT (4
staff), the Network-wide MT (~10 staff), and the Wetlands International Supervisory Council, acting as the primary contact for these groups internally and towards external parties. The ideal candidate is a service-orientated, reliable professional, who enjoys juggling multiple tasks at the same time under time pressure. (S)he will be an experienced executive secretary or personal assistant with a preference for working in a dynamic, international office and have affinity with the mission and work of Wetlands International. S/he will have effective personal communication skills and be good at managing relations with people at all levels. The jobholder is the ‘linking pin’ between CEO, and the Supervisory Council, Heads of Offices and the Board of Association.
Job Offer
- Part time (32 hours- 5 days per week)
- Contract duration: One year, with expectation of extension
- Salary Gross Euro 2.786 – Gross Euro 4.235 per month based on a full time (is 36 hours) contract, excl.
Holiday pay of 8%, depending on relevant experience - Location: Global Office in Ede-Wageningen, the Netherlands (5 days per week)
- Start date: a.s.a.p.
Responsibilities
MT Support
- Plan, set-up and administer MT and Supervisory Council meetings
- Manage the conflicting calendar priorities of MT members
- Take minutes, prepare and monitor action list, and proactively follow up with all parties as
appropriate to ensure timely completion - Act as the first contact person for the MT, manage their calendars and (as required) electronic
correspondence, prepare relevant correspondence or respond on their behalf if required - Reference to being CEO and MT connect to Heads of Office
Meetings
- Participate in key meetings and prepare documents
- Organize meetings (Annual meeting Global Board, Supervisory Council, Board of Associations, etc.),
arrange logistics, prepare documents, taking minutes, hosting
Events and Travel
- Oversee/ support arrangements for travel, meetings and field visit; share information about the
logistics, whereabouts, local circumstances, etc. for the CEO - Coordinate MT members travel logistics (visa, flight, accommodations)
Administration
- Organize the MT Teams site (and other related sites) via MS Office 265
- Ensure the administration relating to Office legal documents (GNPA, HoO agreement, registration
documents, name certificates), and provide assistance in the registration of new offices, registration
brand name - Manage the members database and admin/communications
Other
- Carry out any other reasonable duties consistent with the aims and objectives of the position
Essential education and experience
- 6 or more years’ experience as personal assistant to a senior executive fluent spoken and written Dutch and 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
- Competency in use of key computer programmes, office systems (excellent in use of Excel and Word)
- Experience of working in a multi-cultural office community
- Flexibility, including in working hours
- Additional language skills, preferably French and/or Spanish (is a plus)
- Experience of working in an NGO
- Active interest in environment and development issues
- Experience of working with an organisation with multiple offices
- International experience or working experience in developing countries
How to apply
Please send a 2-page CV (without photo’s) plus a motivation letter to Jozefa van der Veen, HR Officer to hr@wetlands.org no later than 17th January 2025, with the subject: “Application – Executive Assistant”. Please feel free to send your questions also via that email address.
Interviews: Applications will be evaluated on a rol ling basis, and early submissions are encouraged.