Vacancy: Executive Assistant. The New Humanitarian is seeking an ambitious, detail-oriented, strategically minded Executive Assistant to provide high-level support to its CEO, management team and board of directors.
Hours and status: Full time, permanent
Salary: Competitive, based on experience
Start date: ASAP
Location: Remote, with availability during standard CET business hours
The New Humanitarian puts independent journalism at the service of the millions of people affected by humanitarian crises. Our journalists report from the front lines of conflicts and disasters in some 70 hotspots around the world to drive more effective prevention of and response to crises. Our on-the-ground reporting, expert analysis and commentary inform policymakers and practitioners, amplify the voices of those at the heart of crises, and act as a watchdog to hold the humanitarian aid sector accountable.
This new role is diverse and stimulating. In addition to the usual administrative tasks, such as scheduling and preparing presentations for senior leaders, the Executive Assistant will support the CEO in driving forward strategic initiatives, such as organising private convenings or coordinating a new innovation hub within the organisation. The Executive Assistant will also coordinate the board of director’s activities, as board secretary; and support other senior leaders as relevant.
The successful candidate will join an organisation with a compelling mission; a strong reputation built over more than 25 years for journalistic integrity and credibility; a team deeply committed to its work; and a commitment to becoming a transformative newsroom that practises decolonised journalism, puts impact at the centre of its work, and adopts a progressive culture centred on well-being.
You will join our small, passionate team working at the nexus of some of the world’s most urgent challenges: building a more equitable, inclusive model of world-class journalism and improving the lives of some of the world’s most vulnerable people.
Your mission is to help the senior leaders of the organisation function more smoothly, effectively and efficiently. You will support strategic, operational and ad-hoc initiatives from planning to execution.
This will involve communication with board members, potential funders, and team members and access to sensitive information as well as high-level meetings.
You will have four areas of focus:
- Administration: You will manage the CEO’s schedule, filter their email and help optimise their time.
- Management Support: You will keep the management team on track with our annual strategic planning cycle, and help the senior leaders put on team-wide presentations or events.
- Governance: You will coordinate the work of the board of directors, including drafting agendas, taking minutes, ensuring follow-up and identifying prospective new board members.
- Special Initiatives: You will support the execution of special cross-team projects and events driven by the CEO.
Who we’re looking for
The ideal person for the job will be a problem solver with excellent communication skills, strong writing ability, and impeccable attention to detail. You are a people person and have a service orientation. You are not easily frazzled; you thrive off managing complex schedules and having many projects on the go at any given time.
You have an ability to synthesise information for busy senior leaders and are extremely diplomatic and professional in your communications. You take initiative and pursue opportunities to make things better without waiting to be tasked.
The single most important quality for this role is that you are motivated and keen to learn and grow, but you will benefit from having previous experience working in an office environment and performing administrative tasks.
Speaking multiple languages, particularly French, is an asset, as is experience in the following:
- providing support to senior leaders
- working in start-up environments
- working on humanitarian issues
- performing strategic planning or policy roles
The following core competencies will be put to the test in this role:
- Organisation: You are highly organised in how you store information and coordinate logistics. You are meticulous when it comes to detail.
- Clear and professional communication: You communicate with respect and care; you understand your audience; and what details will matter to them.
- Discretion: You exercise judgement with regards to confidential or sensitive information.
- Agility: You can thrive amid uncertainty. You are flexible enough to adapt to evolving demands of the job.
- Resilience: You’ve got grit. You don’t give up easily. You push through difficulty and are proactive in seeking solutions to challenges.
We especially welcome candidates who reflect the diverse communities our journalism serves and will prioritise those who come from or have strong links in Africa, Asia, the Middle East, and Latin America, or lived experience of humanitarian crisis.
We have described the qualities we are seeking in this position, but we recognise that there will be strong candidates who do not meet all the requirements listed here but have other important qualities. Thus, we encourage all interested candidates to apply.
- Provide direct administrative support to the CEO, including managing their calendar, maintaining and organising their contacts, and filtering their email
- Plan, organise, and schedule meetings and events in which the CEO is participating; screen for conflicts, and liaise with other team members to ensure they are prepared
- Research and/or draft communications with key stakeholders on the CEO’s behalf
- Monitor the strategic planning cycle and schedule meetings and reviews accordingly
- Prepare presentations for meetings of the management team, staff and board
- Coordinate cross-team initiatives, such as inviting guest speakers or sending out team-wide newsletters
- Research/explore new organisational opportunities and/or partnerships with third parties, from training to new office space
- Organise board meetings and liaise with board members as relevant
- Take minutes at board and sub-committee meetings
- Track action points and required follow-up
- Identify prospective board members and support the CEO with succession planning at board level
- Provide administrative and strategic support to initiatives driven by the CEO or other cross-team initiatives. This may involve research, outreach, logistics, drafting policy documents or otherwise driving processes forward.