Executive Assistant to the COO

Are you passionate about creating a fairer world where both people and planet flourish? Are you a natural problem-solver who thrives in a fast-paced, dynamic environment? If so, we have an exciting opportunity for you! We are seeking a highly motivated and organized Executive Assistant to join our team. As one of two Executive Assistants to our CEO and COO, you will play a vital role in supporting our senior leadership team to drive our mission forward.

ABOUT HIVOS

Hivos works in almost 40 countries worldwide to advance equality and dignity for all people and sustainability for the planet we depend on. Our team is comprised of dedicated professionals who are committed to defending the rights of the most vulnerable populations.

POSITION OVERVIEW

This position is based in our Global Office in The Hague, Netherlands.

You will work closely to the COO and CEO (who together form Hivos’ Executive Board) and the Executive Assistant to the CEO to ensure the smooth operation of the organization and contribute to the success of our mission. Working as a team, the Executive Assistants function as ‘spiders in the web’ in our global and decentralized organization.

In addition, as the Executive Assistant to the COO, you will be responsible for providing comprehensive support to our COO. You will play a critical role in managing the COO's schedule, facilitating communication, and coordinating key initiatives.

KEY RESPONSIBILITIES

Joint support to the Executive Board, together with the Executive Assistant to the CEO:

• Serve as a point of contact between the Executive Board and internal and external stakeholders, ensuring effective communication.
• Coordinate, organize and follow up on senior leadership team and Supervisory Council and Audit Committee meetings, including minute taking, progress monitoring on outstanding actions, and future agenda planning;
• Maintain complete, up-to-date Executive Board management information and archive according to legal standards.
• Manage supplier contracts related to facilities in the Global Office in The Hague, oversee supplier performance and ensure compliance with procurement standards.
• Realize continuous quality improvements in work processes of EB Support to increase efficiency.
• Handle sensitive and confidential information with the utmost discretion and professionalism.

INDIVIDUAL SUPPORT TO THE COO

• Manage and maintain the COO's complex calendar and proactively support him in staying on top of emails and to-dos.
• Coordinate travel arrangements, including booking flights, accommodations, and ground transportation.
• Prepare and edit correspondence, memos, and presentations on behalf of the CO
• Support the COO in preparing for meetings and events, including gathering necessary documents and briefing materials.
• Perform general administrative tasks, such as managing files, processing expense reports, and maintaining records.

QUALIFICATIONS

• Minimum secondary education.
• At least two years’ experience as an executive assistant or similar role, preferably supporting senior-level executives in an international environment.
• A valid work permit for the Netherlands. Please note this position can only be based in The Hague, Netherlands.

SKILLS AND COMPETENCIES

• Exceptional organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines (or escalate competing priorities to the COO when necessary).
• Strong attention to detail and accuracy, ensuring high-quality work output.
• Comfortable with and skilled in virtual working (both the COO and CEO will be travelling or working from other locations on a regular basis, and many of our other senior leadership team members are based in other countries).
• Excellent verbal and written communication skills in English and Dutch, with the ability to interact professionally at all levels.
• Proficient in Word, Excel, PowerPoint and other relevant software applications.
• Handles confidential information with discretion and maintains a high level of integrity and professionalism.
• Proactive in identifying and solving problems, skilled in collaborating with others to get things done.
• Flexibility to adapt to changing priorities and work effectively under pressure, including sometimes flexibility in working hours.

WHAT WE OFFER

• An inspirational work environment in a value-driven international organization with dedicated staff and a great team to work with.
• Employment is offered for one year, with an extension in an indefinite contract after good performance. Salary will be between €2.924,94 and €4.008,80 gross per month depending on skills and experience (salary scale 2023, and based on full time employment at 36 hours per week).
• In consultation with the COO arrangements can be made for structurally working from home.

HOW TO APPLY

Join our team and help us make a difference in the lives of people around the world. To apply for this position, please click on the apply button. Here you can submit both a letter of motivation (max. 1 page) and a CV (max. 2 pages) in English.  The deadline for this vacancy is October 29th 2023.

Candidates are highly encouraged to provide a clear track record in their CV and description in cover letter that matches the requirements of the position elaborated above.

Hivos reserves the right to close the position before the application deadline if a suitable candidate is identified. Therefore, interested candidates are encouraged to apply as early as possible.

Hivos values diversity and is committed to creating an inclusive and equitable workplace. We encourage applications from individuals of all backgrounds and experiences. Only shortlisted candidates will be contacted for an interview.

Note: Due to the high volume of applications we receive, we are unable to respond to individual inquiries regarding the status of your application.

Background checks for final candidates

If you get selected for the final stage of the selection process, please note that professional references and a certificate of conduct (VOG) will be requested due to our Safeguarding Policy. Exceptions will only be made, if there is a local legislation prohibition or when the candidate is unable to obtain such a certificate due to activities on LGTBIQ+ and Human Rights. We may check social media - unless applicants state they do not wish us to do so. Accuracy of information in the curriculum vitae will also be checked.

(*) https://www.hivos.org/who-we-are/our-organization/integrity/

Keywords

Executive AssistantCOO