Executive Assistant

Job description

12 month fixed term contract / full timeLocation: The successful candidate may be based in a country where one of the independent National/Regional Greenpeace organisations (NRO’s) is located (subject to agreement). See the locations here. We offer competitive NGO level salary and benefits, the specifics of which depend on location where the successful candidates will be based.

Greenpeace is a global campaigning network. It comprises 26 independent National/Regional Organisations and a coordinating organisation, Greenpeace International. Greenpeace uses peaceful, creative confrontation to expose global environmental problems and develop solutions for a green and peaceful future.
Greenpeace International is looking for an Executive Assistant to provide executive support to the Directors and the departments, ensuring a proactive and integrated approach across the global organisation by working closely with other executive assistants in Greenpeace International. The Directors you will support are the International Finance Director, Chief Operating Officer and International People & Culture Director, with your time split equally between them.

You will also work closely with the Directors to manage prioritisation of their workload, coordinate interactions with the global organisation, and support effective running of the departments and engagement with relevant international networks/communities.

In this role, you will:

• Manage processes for prioritising the workload of the Directors and actively support them in meeting the obligations of their departments.
• Provide executive support to the directors and contribute to the smooth day-to-day running of the departments.
• Facilitate and contribute towards high quality and strategic interactions between the Directors, their teams and the rest of the global organisation.
• Support directors in maintaining productive working relationships with NRO counterparts.
• Facilitate the preparation for mid- and long-term planning processes.
• Coordinate, produce and distribute briefing notes, background papers and/or internal/external reports.
• Schedule and facilitate regular meetings, propose agendas and track follow up by Directors.
• Participate in discussions and planning regarding strategic issues involving the Departments.
• Support the Directors in creating, monitoring and managing their units budgets throughout the year, working with the Finance department
• Act as first point of contact for internal and external queries/requests to the Directors
• Provide administrative support to the Directors, including organising travel, interviews, and appointments

For further details about the role, please see the full job description HERE.

Job requirements

What we’re looking for:

• Demonstrable experience of working in a similar role gained within an international organisation.

• Experience in planning and monitoring complex projects.

• Strong documentation, writing, research and presentation skills, with a proven ability to prepare meeting minutes and reports.

• Excellent computer skills, including mastery of programs on database management, budget preparation and monitoring, task monitoring and schedule software, and presentation programs

• Fully proficient in use of G Suite applications, as well as Slack and Zoom. Proven ability to grasp new technologies quickly and effectively.

• First-class time management, prioritisation and interpersonal abilities. Ability to manage multiple projects and priorities simultaneously.

• Ability to work proactively, in order to meet competing demands and very tight deadlines, often under high pressure conditions.

• Exceptional multi-tasking skills with the ability to take direction and work independently.

• Knowledge and experience of supporting forecasting and budget management processes.

• Support for, and belief in, Greenpeace’s core aims and values.

What we can offer you:

You’ll be encouraged to develop both personally and professionally, taking advantage of the wide range of learning and development opportunities available to our staff. Staff can also access our wellness initiatives, such as yoga and meditation and also have the opportunity to join our global Equity, Diversity & Inclusion staff communities.

Please visit the careers site here**,** to learn more about working for Greenpeace.

To Apply:

To apply for this role, we require you to answer a selection of key criteria and upload your CV (in English) via our online application form.

Addressing the key criteria is an important part of your application. We will be looking for evidence that demonstrates your skills and experience in these areas. Use examples where possible, to draw attention to experience, knowledge, achievements and skills gained in past employment or voluntary/leisure activities, provided they are relevant to the post.

It’s advisable to prepare your responses to the key criteria before starting your online application, as you are unable to save and return to it at a later date.

Please click 'apply for this job' below to begin.

If you have any questions about this vacancy or the application process, please email us at recruitment.int@greenpeace.org. Please note that all applications must be filled out via the website and can't be submitted via this email.

Greenpeace International is an equal opportunity employer with a longstanding commitment of providing a work environment that respects the dignity and worth of each individual. We recognise and value the benefits and strengths that diversity brings to our employees and the whole organisation and we thrive in an environment that encourages respect and trust. We do not discriminate in employment opportunities or practices on the basis of age, ancestry, citizenship, colour, disability, ethnicity, family or marital status, gender identity or expression, national origin, political affiliation, race, religion, sex, sexual orientation and would like to invite you especially to apply!

If you are passionate about our mission and you fit our profile then we would love to hear from you!

CLOSING DATE: 23:59 (CEST), 21st August 2022.

Please note that applications will be reviewed on a rolling basis, therefore we encourage you to apply as soon as possible as the role might close earlier if we consider having enough suitable candidates.