Executive Assistant

1 week ago

Montréal, Canada Stichting White Helmets Foundation Full time

**ABOUT Les Casques Blancs / THE WHITE HELMETS**

Les Casques Blancs (CB) is a not-for -profit organization based in Quebec, Canada. Its focus is to promote, develop and implement community-based, service-based, and recovery-oriented projects to improve the lives of civilians in conflict zones, particularly in Syria. It aims also to bolster the resilience of communities in which we work and contribute to the promotion of human rights and civilian protection by fighting impunity and seeking justice and accountability. It shares knowledge and experience between Syrians, Quebecers, and Canadians to promote shared values of human rights, gender equality, and democracy.

**SCOPE OF WORK**

The Executive Assistant will assist the Executive Director to ensure clear communication with internal and external stakeholders, prompt implementation of the organisation's operational objectives and to follow up on the progress of the assigned tasks of different departments.

**TERMS OF REFERENCE**
- **Duty station**: Montreal Office - Quebec, Canada (Hybird)
- **Line manager**: Executive Director
- **Line management Responsibility**: N/A
- **Full-time/Part-time**: Full-time

**Tasks and activities**:
In consultation and under direct supervision of the Executive Director “ED”, the Executive Assistant “EA” will perform the following duties.
- **Executive Tasks**:_
- Represent the ED and serve as a primary point of contact when s/he is unavailable.
- On behalf of the ED, track & follow up on status of outstanding actions & requests.
- Supervise all incoming & outgoing correspondence & dissemination of information as appropriate.
- **Administrative Tasks**:_
- Maintain/update the Director’s Office calendar, diaries and schedules.
- Arrange, schedule and attend when necessary, director’s Office’s meetings with Donors, Stakeholders, Board of Directors, etc;
- Draft correspondence & reports as requested.
- Prepare and distribute background materials as needed. Take minutes, finalize and distribute approved versions and report on proceedings to absent members, as requested.
- Act as an interpreter in meetings when required, ensure accurate and concise translation into the specified language(s).
- Prepare travel and expense reconciliation reports.
- **Operational Management**:_
- Oversee the management of the logistics for the Board meetings and key events.
- Follow up closely with the ED in supervising progress work and update of different departments.
- **Internal Communications**:_
- Prepare and participate in periodical meetings.
- Act as a secretariat for the White Helmets Advisory Council.
- **External Communications**_
- Support in organisation of visits (of donors, home and support office personnel, other visitors);
- Perform other relevant duties assigned by the ED.

**Required qualifications: Education, Experience and Competencies**:

- Fluency in English or French with high business writing skills in both languages. Arabic is highly desirable.
- Must have a bachelor’s degree (BA, BS, etc.) in Business Administration, Political Science and International Affairs, or a relevant field in social science is desirable.
- Minimum of 5 years of professional experience preferably with experience in an international organisation, and in a non-profit setting, or equivalent combination of education and experience.
- Excellent computer skills, including knowledge of creating and managing databases, spreadsheet, presentation, and navigating the Internet effectively.
- Ability to communicate effectively & tactfully with all levels of staff.
- Initiative & discretion in judging & managing confidential matters, materials & sensitive issues
- Proficiency in administrative skills including grammar, spelling & proofreading.

**Other professional Competencies**:

- Outstanding time management and organisational skills including keen attention to detail with ability to track multiple projects at one time.
- Cross-cultural communication and interpersonal skills, and able to interact professionally with culturally diverse staff and stakeholders.
- High sense of confidentiality, reliability and discretion.
- Detail-oriented with excellent communication, organisational, interpersonal and writing skills.
- Demonstration of ethical and critical way of thinking.
- Demonstration of transparency and accountability.

**How to Apply**:
Only shortlisted applicants who meet the required job qualifications will be contacted.

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