Executive Assistant to the Director General
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BACKGROUND
Founded in 1948 as a membership-based organization, IUCN (International Union for Conservation of Nature) is the world’s oldest and largest global environmental network, with more than 1,350 government and NGO Members and close to 16,000 volunteer experts in some 160 countries. IUCN’s work is supported by a secretariat of over 900 staff, located in offices across 50+ countries, with the IUCN headquarters based in Gland, Switzerland.
The Director General of IUCN is seeking an Executive Assistant who is highly motivated with leadership qualities, skilled, well organised, proactive and capable of operating effectively and discreetly in a highly demanding fast-paced environment.
The Director General Office, at the IUCN headquarters, is a busy office that deals with all aspects of the IUCN's work, interacts with all staff and Senior Management, as well as ministries, governments, embassies and high level officials, representatives from the private sector, non-governmental organisations, and academia.
The main responsibility of the Executive Assistant is to provide effective and high-quality office, administrative and executive assistance to the Director General’s Office, working closely with other team members to ensure smooth Office operations. In addition to the Director General, the Office currently consists of one Senior Advisor, who heads the Director General’s Office (and serves - on a temporary basis - as Chief of Staff) and one Coordination Officer.
The Director General of IUCN is seeking an Executive Assistant who is highly motivated with leadership qualities, skilled, well organised, proactive and capable of operating effectively and discreetly in a highly demanding fast-paced environment.
The Director General Office, at the IUCN headquarters, is a busy office that deals with all aspects of the IUCN's work, interacts with all staff and Senior Management, as well as ministries, governments, embassies and high level officials, representatives from the private sector, non-governmental organisations, and academia.
The main responsibility of the Executive Assistant is to provide effective and high-quality office, administrative and executive assistance to the Director General’s Office, working closely with other team members to ensure smooth Office operations. In addition to the Director General, the Office currently consists of one Senior Advisor, who heads the Director General’s Office (and serves - on a temporary basis - as Chief of Staff) and one Coordination Officer.
JOB DESCRIPTION
OBJECTIVES OF THE POSITIION
The Executive Assistant provides support to the Director General (DG) in all aspects of his/her work; to guarantee a smooth, efficient and effectively run office, whilst maintaining an overview of the functioning of the global and decentralised IUCN Secretariat. The Executive Assistant is often the first point of contact for the DG’s Office for both internal and outside enquiries. The role therefore requires excellent multicultural communication and inter-personal skills and an overview of the workings of the entire organisation. The Executive Assistant is expected to handle sensitive and confidential information and demonstrate the highest levels of integrity and discretion. The Executive Assistant reports to the Special Advisor (/ Chief of Staff) and is expected to work in close coordination and seamlessly with the other team members of the DG’s Office.
MAIN DUTIES AND RESPONSIBILITIES
• Provides administrative support, coordination and oversight to the Director General’s Office (DGO), setting work priorities and ensuring deadlines are met;
• Serves as the first point of contact for the DG for internal and external parties;
• Manages the DG’s daily schedule and office task list;
• Arranges the DG’s meetings, ensuring agenda and documentation are made available and distributed in a timely manner.
• Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organised manner;
• On a needs basis, acts as rapporteur and prepares and distribute minutes/updates; monitors follow-up actions as required;
• Undertakes and effectively organises the DG’s participation in all manner of events related to IUCN’s work and partnerships (working lunches and dinners; retreats; high-level meetings; receptions; conferences; etc.);
• Makes logistical arrangements for internal and external meetings convened by the DG, or by the Special Advisor /Chief of Staff;
• Is responsible for the DG’s travel arrangements, prior and after travel (transportation, visa, accommodation, itinerary, briefing book, Daily Subsistence Allowance, expense claims);
• Drafts letters and memoranda for final approval and signature by the DG;
• Reviews and logs all incoming correspondence and routes for action/advice to other IUCN staff, as necessary; maintains a tracking system to ensure timely action on delegated items;
• Maintains and updates contact lists, the filing system, archives and ensures the general efficient functioning of the DGO;
• On a needs basis, collects, analyses and summarises information, as requested by the DG or the Special Advisor /Chief of Staff;
• Ensures the DG receives regular and timely progress reports from Unit heads reporting directly to him/her, including regular meetings with the Heads of such Units;
• Prepares invoices, payment requests and expense claims for the DGO cost centre, and manages petty cash;
• Provides general support to the DGO team;
• Prepares informal translations from/to English to/from French, and if possible Spanish, as required;
• Maintains supplies and ensures maintenance of office equipment;
• Works collaboratively with the Assistants of other IUCN units, for coordination and information purposes;
• Other duties as may be required.
The Executive Assistant provides support to the Director General (DG) in all aspects of his/her work; to guarantee a smooth, efficient and effectively run office, whilst maintaining an overview of the functioning of the global and decentralised IUCN Secretariat. The Executive Assistant is often the first point of contact for the DG’s Office for both internal and outside enquiries. The role therefore requires excellent multicultural communication and inter-personal skills and an overview of the workings of the entire organisation. The Executive Assistant is expected to handle sensitive and confidential information and demonstrate the highest levels of integrity and discretion. The Executive Assistant reports to the Special Advisor (/ Chief of Staff) and is expected to work in close coordination and seamlessly with the other team members of the DG’s Office.
MAIN DUTIES AND RESPONSIBILITIES
• Provides administrative support, coordination and oversight to the Director General’s Office (DGO), setting work priorities and ensuring deadlines are met;
• Serves as the first point of contact for the DG for internal and external parties;
• Manages the DG’s daily schedule and office task list;
• Arranges the DG’s meetings, ensuring agenda and documentation are made available and distributed in a timely manner.
• Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organised manner;
• On a needs basis, acts as rapporteur and prepares and distribute minutes/updates; monitors follow-up actions as required;
• Undertakes and effectively organises the DG’s participation in all manner of events related to IUCN’s work and partnerships (working lunches and dinners; retreats; high-level meetings; receptions; conferences; etc.);
• Makes logistical arrangements for internal and external meetings convened by the DG, or by the Special Advisor /Chief of Staff;
• Is responsible for the DG’s travel arrangements, prior and after travel (transportation, visa, accommodation, itinerary, briefing book, Daily Subsistence Allowance, expense claims);
• Drafts letters and memoranda for final approval and signature by the DG;
• Reviews and logs all incoming correspondence and routes for action/advice to other IUCN staff, as necessary; maintains a tracking system to ensure timely action on delegated items;
• Maintains and updates contact lists, the filing system, archives and ensures the general efficient functioning of the DGO;
• On a needs basis, collects, analyses and summarises information, as requested by the DG or the Special Advisor /Chief of Staff;
• Ensures the DG receives regular and timely progress reports from Unit heads reporting directly to him/her, including regular meetings with the Heads of such Units;
• Prepares invoices, payment requests and expense claims for the DGO cost centre, and manages petty cash;
• Provides general support to the DGO team;
• Prepares informal translations from/to English to/from French, and if possible Spanish, as required;
• Maintains supplies and ensures maintenance of office equipment;
• Works collaboratively with the Assistants of other IUCN units, for coordination and information purposes;
• Other duties as may be required.
REQUIREMENTS
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• SELECTION CRITERIA • Minimum Education / Experience and Skills: • Undergraduate degree with at least seven years relevant administrative experience, of which at least five years should be in Executive Assistant positions. • Excellence in communication (written and spoken) in English and French is required, including the ability to draft letters in English, and translate materials from English to French and French to English. Proficiency in Spanish is considered an asset. • Effective analytical, research and problem solving skills. • Excellent interpersonal skills, flexibility, and ability to work in a team-oriented multi-cultural environment, with staff at all levels (inside and outside IUCN). • Extensive and diverse experience within large organizations, with an in-depth knowledge of processes, technologies, policies and procedures, particularly with regard to corporative workflows, internal coordination and administration functions. • Experience working with/in more than one sector (private, academic, non-government, international), with experience with/in international organizations considered an asset. • Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities. • Ensures adherence to relevant guidelines and overall quality of inputs. • Ability to work with a high level of discretion and a high degree of judgment, tact, integrity and diplomacy, with experience in dealing with confidential data and frequent sensitive and confidential information. • Proactive attitude, a self-starter (self-motived), outstanding interpersonal and leadership skills and a demonstrated ability to respond and deal effectively with diverse situations. • Flexibility and willingness to work long hours, and on occasional weekends when necessary. • High level of adaptability, resourcefulness and initiative. • REQUIREMENTS: • Due to local legal requirements candidates must be Swiss Citizens or hold a valid C, B or G work permit. • Technology and systems knowledge - Has advanced proficiency of latest technology relevant to assigned duties. Demonstrates initiative in learning, supporting implementation of emerging technology /systems relevant to effective work of IUCN in general, and the DGO in particular. • Versatility and adaptability - Able to anticipate, facilitate and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts. • Task management - Able to organize, coordinate, monitor and implement tasks and assignments. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness. • Team player - Provides guidance and support to the team, making changes to processes as needed to achieve joint progress and providing positive /constructive feedback to other team members. • Effective personal relations and communications - Collaborate within teams and across boundaries, maintains cordial working relationships and internal /external communications, and contributes to wider collaborative efforts. • Make Smart Decisions - Analyzes data to support and enable decision-making, and identify critical issues as they arise. • Office Administration - Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the DGO's administrative work distribution in support of the implementation of the DGO’s work program. |
APPLICATIONS
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
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