Executive Assistant to the COO and to the International Director Finance & Controlling at SOS Children's Villages

Tasks & Responsibilities

Executive and administrative support to the COO and ID FC including

• Managing the calendar and schedule of the supervisors as needed;
• Supporting in the management of the official communication such as organizing and prioritizing emails and inquiries, responding to the requests and ensuring efficient follow up on pending correspondence; support in drafting, proof-reading, editing and disseminating letters, memos, meeting minutes, etc;
• Receiving and collecting documents for the signature of the COO, providing quality check and coordinating the signature process;
• Preparing, submitting and tracking expenses for the supervisors’ cost centres, ensuring highest degree of correctness;
• Planning, booking and monitoring of international travel of the COO and the ID FC, including programme visits and participation in meetings and conferences worldwide;
• Organizing, preparing and handling meetings and conferences for the COO office and ID FC including planning, agenda, technical set-up, logistics, content, minutes and follow up on action points as needed;
• Managing interface to main internal stakeholders within the organization (such as legal bodies, functional networks, member associations around the world) as well as with external parties (such as external auditors, consulting companies etc.) on behalf of the COO and ID FC;
• Supporting the supervisors in other duties as needed.

Requirements

• Bachelor’s Degree in Business Administration, Economics, International Development, Social Studies or similar
• Minimum of 2 years of experience in providing executive and administrative support to high level management
• Proven track record in providing administrative support in international organizations, iNGOs, civil society organizations or other similar organizations would be a strong advantage
• Expert skills in planning and organizing
• Analytical and finance management skills would be a strong asset
• Excellent communication and stakeholder management skills
• Strong command of MS Office tools (Outlook, OneNote, Word, Excel, Powerpoint, Sharepoint)
• Good command of virtual conferencing tools (e.g.MS Teams, Zoom) as well as virtual collaboration tools (MS Whiteboard, Mural
• High written and oral levels of English language (German, French or Spanish would be an asset)

We offer

• A diverse range of interesting tasks in a leading INGO multicultural working environment
• As a responsible employer we provide a range of training schemes and encourage educational enhancement
• A salary that will be commensurate with experience and qualifications