Executive Assistant

Background:

Founded in 2016, Amna is committed to supporting community and frontline workers to bring non-clinical mental health support to every child and family affected by violence and displacement. Our mission is to help communities heal from violence and displacement. Our vision is a world where a caring mental health worker is within reach of anyone affected by trauma. After five years of delivering direct services for families, young children, young people and men and women in Greece, Amna is now replicating its model to train frontline workers and support local organisations in additional countries and communities.

Safeguarding:

The role-holder will have experience working according to ethical and good practice safeguarding principles. They will be expected to adhere to and promote Amna’s Child and Vulnerable Adult Safeguarding Policies as they will be involved in and responsible for programmes working with children and vulnerable groups in different settings.

Role purpose:

The Executive Assistant (EA) will provide high-level administrative support and assistance to the CEO, who is also Amna’s Founder, as well as Amna’s Advisory Board. This includes administrative help such as managing calendars, drafting communications, planning and organising meetings, travel, office administration and personal assistance.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The post reports to the CEO and will be based in London.

Key areas of responsibilities:

• Provide sophisticated calendar management for CEO. Prioritise inquiries and requests while troubleshooting conflicts and exercising tact; make judgements and recommendations to ensure smooth day-to-day engagements.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Liaise between the CEO, Executive Director and other members of the Senior Leadership Team to ensure regular communications and smooth decision-making.
• Work with the Senior Leadership Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including but not limited to:

1. Support the CEO to maintain timely internal and external communications.
2. Make travel arrangements and production of detailed travel itineraries following liaison with relevant partners, team members.
3. Coordinate external and internal team meetings and events.
4. Support the CEO with personal expenses and travel claims, and administration of expense cards as required.
5. Draft correspondence, presentations and briefings on behalf of CEO.
6. Take notes and write minutes during meetings when required, writing them up subsequently.
7. Undertake basic research as directed to assist the CEO in preparing for meetings, events, presentation etc.

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and Amna’s values and policies.

• Invest in building long-lasting relationships both externally and internally.

• Act as a liaison and provide support to Amna’s Advisory Board.

• Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary.

• Respond to ad hoc requirements as requested.

  Qualifications and Experience:

• Minimum of 5 years of progressively responsible and diversified administrative experience, experience as an Executive Assistant, Personal Assistant or similar role.

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external stakeholders.

• Strong ability to execute work with a diversity, equity, and inclusion lens.

• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

• Exceptional organizational skills and impeccable attention to detail.

• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.

• Outstanding organisational and time management skills.

• Able to maintain a high level of integrity and discretion in handling confidential information.

• Flexible attitude.

• Demonstrable commitment to Amna values and mission.

• Culturally sensitive and ability to adapt easily.

• Nonprofit board experience is preferred.

• Additional languages will be considered an advantage.

Benefits:

• Amna offers Psychological Support Fund for its employees and are eligible to apply after the end of the probation period.
• Amna offers reflective supervision to all employees.