Administrative Assistant

vor 24 Stunden

Genf, Schweiz Cagi Vollzeit
  • DEADLINE Rolling, with first review March 4, 2024
SUMMARY DESCRIPTION:

Since 1989, the Center for International Environmental Law (CIEL) has used the power of law to protect the environment, promote human rights, and ensure a just and sustainable society. CIEL seeks a world where the law reflects the interconnection between humans and the environment, respects the limits of the planet, protects the dignity and equality of each person, and encourages all of earth’s inhabitants to live in balance with each other.

CIEL seeks an Administrative Assistant to perform the administrative functions of organizing, prioritizing, and streamlining the work of the Fossil Economy Program Director. The Administrative Assistant plays a vital role supporting the day-to-day function of the Director as they lead their team and provide leadership to CIEL. This position is key to making the Director, their work, and thereby their program more effective, more efficient, and more agile in its efforts to confront the critical human rights and environmental challenges of our time.

This position is part of CIEL’s Fossil Economy Program that works to transform the fossil economy by fighting the expansion of petrochemical production, confronting the overuse of plastics, synthetic fertilizers and pesticides, and working to expose and stop false solutions like carbon capture and storage, carbon dioxide removal, and other geoengineering approaches.

To perform this role, the ideal candidate will have 3 or more years in an administrative setting, supporting a leader by managing complex calendars, prioritizing competing priorities, scheduling meetings and travel, coordinating preparatory materials and logistical support for the activities of managers, and handling confidential information with utmost care.

RESPONSIBILITIES:

Executive Assistance to the Program Director:

  • Actively manage and monitor the Program Director’s email inbox and communication platforms, assisting in answering, organizing, and prioritizing incoming and outgoing messages to ensure timely and proper handling.
  • Exercise judgment in managing and prioritizing the Program Director's task list and tracking deadlines.
  • Track expense receipts, and maintain monthly timesheets of the Director.
  • Conduct background research and provide relevant information to assist in decision-making.
  • Anticipate logistical issues and problem solve on behalf of the Program Director.

Scheduling and Event Management:

  • Manage complex schedules to coordinate meetings on behalf of the Program Director and team.
  • Coordinate travel arrangements for the Program Director including: obtaining visas, scheduling flights and transfers, preparing travel documents.
  • Coordinate and schedule meetings or events with staff, donors, partners, journalists, and other strategic stakeholders, including sending calendar invitations, reserving meeting spaces/ordering catering, setting up conference and or video calls, providing preparatory materials in advance to fully prepare the participants, and other logistics, as needed.

Team Support and Project Management:

  • Support in the onboarding process of new program members.
  • Assist in the coordination of work and annual planning, budgeting, and grant management, working with program members and other departments as necessary.
  • Support project management tracking and monitoring, including deploying and maintaining software solutions.
  • Coordinate with other Director’s Assistants and administrative staff to support cross-team collaboration, streamline and unify processes, and ensure the flow of relevant information.

Administrative Functions:

  • Perform administrative functions, including but not limited to creating and updating filing systems, scanning, copying, making and screening calls, and taking notes during meetings.
  • Assist with the preparation of various communications such as memoranda and paperwork, including light editing and formatting.
  • Maintain and preserve confidentiality.
  • Perform general administrative and other duties as assigned.
QUALIFICATIONS:

Minimum Qualifications:

  • Minimum of 3 years of administrative experience supporting director-level work.
  • Ability to organize and manage multiple priorities, exercise judgment, and be flexible in a fast-paced and dynamic work environment.
  • Superior professional communication skills, including courteous oral and written communication with both internal and external audiences.
  • Ability to maintain confidentiality related to documents, correspondence, and discussions.
  • Experience learning and thriving in new digital systems and maintaining calendars across an array of platforms and technologies.
  • Strong interpersonal skills, self-directed, and self-motivated.
  • Proficiency in Microsoft Office and Google Suite (Docs, Calendars, Sheets, etc).
  • Comfortable, accurate, and efficient working at a fast pace, in a proactive manner.

Desired Qualifications:

  • Ability to take rapid notes/minutes in real-time.
  • Familiarity with project management platforms (e.g., Asana).
  • Additional language proficiency is a plus.
  • Basic familiarity with and an interest in relevant topics for the Fossil Economy program such as climate and energy, biodiversity, toxic pollution, human rights and environmental justice are welcome.
A successful candidate will demonstrate the following competencies:
  • Action-Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of curiosity, proactivity, and constructiveness.
  • Nimble Learning: Approaches unfamiliar tasks proactively and with an open mind. Can quickly adapt to new situations and to draw on past successes and failures to solve current problems.
  • Effective Communication: Understands the value of effective communication. Can deliver messages in a clear, compelling, and concise manner. Actively listens, checks for understanding, and adjusts content and style to meet the needs of different stakeholders.
  • Collaborates: Brings people together to leverage their skills, talents, and knowledge to achieve a common purpose. Creates synergy resulting in a combined effort with greater results than what can be achieved by individuals.
  • Resourcefulness: Is able to make the best of limited resources and find a way to get things done even when the odds are against them. Can look beyond the obvious for viable approaches to accomplish the goal.

This is a full-time, exempt position located in our Geneva, Switzerland office. You must have the ability to legally work in Switzerland (i.e., a citizen of EU/EFTA member states). CIEL offers a relocation stipend, if applicable.

Application instructions:

Applications will be considered on a rolling basis; the first application review will take place on March 4, 2024. Desired start date: As soon as able. Please submit a cover letter, resume, and any other required materials or responses. Only applicants selected for interviews will be contacted. No telephone calls, please. Note that CIEL does not sponsor visas of any kind. You must have prior authorization to work in the United States or Switzerland in order to be considered for this position.

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