Executive Assistant

vor 9 Stunden

Genf GE, Schweiz graduate institute Vollzeit

The Graduate Institute of International and Development Studies is recruiting an

**Executive Assistant **F/M/D

PERIOD OF CONTRACT: Permanent contract
ACTIVITY RATE: 100 %
DEADLINE FOR RECEIPT OF APPLICATIONS: 31-08-2024

The Small Arms Survey is a centre for applied knowledge in the field of the proliferation and control of small arms and ammunition. Our mission is to strengthen the capacity of governments and practitioners to reduce illicit arms flows and armed violence through three mutually reinforcing activities: the generation of policy-relevant knowledge, the development of authoritative resources and tools, and the provision of training and other services. We inform policy and practice through a combination of data, tailored expert advice and training, and the convening of practitioners and policymakers.

**Mission and activities**

Under the supervision of the Head of Administration, The executive assistant plays a key role in ensuring the smooth running of administrative operations and financial processes, while supporting the Direction and contributing to the Survey's overall efficiency.

You will provide support to the Survey Director, implement administrative and financial procedures, manage office operations, and organise travel and events within the Administration unit.
- Be the primary point of contact for internal and external stakeholders, representing the Director professionally and effectively in various interactions.
- Draft, review and send communications on behalf of company executive(s) upon request
- Organise and prepare for meetings, including gathering documents and attending to logistics of meetings
- Support all staff members in their travel arrangements as required
- Support researchers in the organisation of events as requested
- Assume consultants’ contracts paperwork
- Support the head of unit with data protection related tasks
- Liaise with suppliers in case of payment issues
- Check Survey credit card monthly statements
- Maintain a dashboard for travel insurance cost reallocation
- Liaise with IHEID FM team when logístical needs
- Liaise with IHEID IT team when needed
- Liaise with office suppliers as required
- Bachelor’s degree supplemented with appropriate professional experience.
- A minimum of 6 to 8 years of experience assisting in administration, office management, accounting.
- Experience in organising events Level IT skills
- Excellent verbal and written communications skills in French and English. Hard skills
- Excellent MS Office knowledge
- Outstanding organisational and time management skills
- Sense of anticipation and priorities
- Discretion and confidentiality
- Resiliency and ability to manage a large workload and flexibility
- Attention to detail
- Negotiation skills and diplomacy
- Ability to work in an international environment
- Diplomatic

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of age, marital status, disability status, race, national origin, color, gender, sexual orientation or religion.

Please note that offers received by post won't be considered.

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