Executive Assistant (parental leave cover)

11 July 2024

The successful candidate for this role will work in CAN-I until the end of 2024 as the parental leave cover for the Executive Assistant. The role of Executive Assistant is crucial in supporting and ensuring the smooth running of the organization. The Executive Assistant will work directly with the Executive Director and the Senior Management Team, managing calendars, travel arrangements and working on critical administrative tasks for the network.
The ideal candidate will appreciate working in a support role that presents a crucial back-bone of the organization.

JOB RESPONSIBILITIES:

  • Schedule and book extensive international travel and handle related logistical issues for the Executive Team as per CANI finance policies.
  • Schedule calls, meetings and other engagements for the Executive Director and the other members of the Executive Team; effectively managing the ED’s calendar and availability. First priority should be support to the Executive Director.
  • Process all reimbursement requests for Executive Director and other members of the Executive Team which includes, gathering both digital and physical receipts, submission of forms and required documents, and following up on payment status, working in tandem with the Operations and Finance Department.
  • Lead on coordinating accreditation for various events (especially UNFCCC sessions), and act as an administrative focal point for relevant portals/databases as required.
  • Manage CAN’s mailing lists (listservs) ensuring smooth subscription of members, keeping databases up to date including regular audits, fixing problems when they arise, moderating held messages, and responding to mailing lists-related requests.
  • Manage CAN’s administration email inbox.
  • Support management of the funded participant process for key events
  • Other administrative tasks as assigned.

Skills & Abilities:

  • Minimum of 3 years experience is required in supporting high level executives
  • A bachelor’s degree in a relevant field is welcome but not required.
  • Prior experience working for an international NGO or an organization focused on environmental issues is preferred.
  • Experience with and ability to handle confidential matters.
  • A good political understanding of the role of civil society and movements in addressing climate change, climate justice, and the intersectionality thereof, and the ability and eagerness to apply that understanding in the approach to our work.
  • Strong knowledge of ethics and compliance standards for non-profits.

Job-Related Skills/Abilities:

  • Excellent organizational and time management skills, proven ability to meet projected deadlines.
  • Strong interpersonal and communication skills, including an ability to listen and handle confidential matters with diplomacy, tact, and discretion.
  • Organized, high level of accuracy, and meticulous attention to detail.
  • Ability to prioritize, adjust workload, juggle multiple assignments, and meet or exceed deadlines.
  • Problem-solver mentality, with the ability to adapt seamlessly to changing priorities, and enforce regulations, and deadlines.
  • Able to synthesize information from multiple sources.
  • Cross-cultural sensitivity and ability to work effectively in different socio-cultural contexts.
  • Excellent people management skills.
  • Strong interpersonal and teamwork skills.
  • Ability to work independently and proactively.

IT Skills:

  • Ability to coordinate and administer meetings using digital communication platform applications, such as Zoom, Slack, Skype.
  • Computer skills: advanced competence in MS Office & complex databases.

Other:

  • Availability for work in standard European / African working hours.
  • Fluency in English including business and environmental terminology.
  • Proficiency in a foreign language is a plus.
  • Ability to travel internationally up to 20% of the time, incl. ability and availability to travel for 2-3 weeks at a time.

To apply:

● Please complete this form to submit your application.

● Recruitment deadline: July 21 2024.

●   Please, no telephone inquiries. Based on the expected large interest in this position and limited capacity, only candidates chosen for interviews will be contacted.

●   CAN is an equal opportunity employer. We strive to make positions accessible to all regardless of race, nationality, ethnicity, age, disability, gender expression or identity, sexual orientation or identity, religion, marital or parental status, etc.

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