Executive Assistant

Organizational Context

The Jesuit Refugee Service (JRS) is a ministry of the Society of Jesus, acting as an international non-governmental organisation with a mission to accompany, serve, and advocate for the rights of refugees and forcibly displaced people. The organisation was founded in November 1980 and now has a presence in 57 countries. JRS undertakes services at national and regional levels with the support and guidance of an international office (IO) in Rome.

The style of JRS service is human and spiritual, working in situations of greatest need, seeking the long-term well-being of refugees and displaced people while not neglecting their immediate or urgent needs. The main services provided are in the field of education, reconciliation, livelihood activities and psychosocial support. Currently, almost 1 million individuals are direct beneficiaries of JRS projects.

Role Context

The Executive Assistant will assist the smooth running of the International Director (ID) and the Deputy International Director (DID) offices. S/he will perform administrative activities in order to ensure optimal functioning of the International Office (IO) and Executive Office. This is a full-time position which generally must be performed in presence, with limited smart-working options (one day per week, coordinated). More specifically, the Executive Assistant will:

General support

• Act as a first point of contact for visitors and special guests, acting as a liaison for the International Office
• Provide operational, administrative, and logistical support to the Executive Office; assist the ID and DID with scheduling their activities; make arrangements for and receive visitors; manage official communications and correspondence
• Liaise with departments on International Office procedures
• Assist with managing institutional e-mail addresses
• Receive and screen phone calls and redirect them when appropriate
• Handle confidential documents and ensure secure access
• Ensure proper filing and archiving of documents
• Provide support for international certification of regional and country office documentation and legal recognition
• Meeting and travel support and planning
• Coordinate high-level and operational meetings, in presence and online, organizing the logistical arrangements, the preparation of relevant documentation and the preparation of official minutes when needed (e.g. Administrative Council, Senior Leadership Team, IO Management Team meetings, regular and extended Staff meetings, and special guest meetings)
• Produce meeting documentation and materials for meeting participants as needed with the support of Microsoft Office 365 applications (i.e. Microsoft Teams, Share Point, Microsoft Forms etc)
• Support the organisation of external events, in presence and online
• Perform other duties as required

Supervision of the Administrative Assistant

Supervision of the Administrative Assistant regarding in particular:

• The purchase and delivery of equipment and supplies for the International Office, including NAV Purchase Requests
• logistic and operational arrangements in relations with the Curia headquarters of the Society of Jesus (i.e. entry badges, maintenance requests, etc.)
• Support for official travel of JRS staff (processing of travel forms; preparation of visa invitation letters; flight bookings; reservation of accommodation; organization of transfers)

Qualifications and Competencies

• Undergraduate university degree in Business Administration, Education, Communications or in a related field
• At least five (5) years of relevant experience in a similar role
• Native command of English or equivalent (C-1 level); excellent command of written and verbal Italian
• Proficiency in Microsoft Office 365
• Strong interpersonal skills: courtesy, tact, and ability to establish effective working relationships while working in a multi-cultural, international, professional environment
• Highly developed organizational skills in time management, priority setting, problem solving and accuracy with ability to forward plan and manage own work
• Strong client orientation and service approach with strong ability to deal with senior officers and prioritise competing demands
• Precise and effective business communications skills
• Ability to connect people

Desirable:

• Working knowledge of French and/or Spanish
• Willingness to work at times after hours to support meetings and events

Core values and ethics

• Commitment to JRS’s mission, vision and values; ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity
• High integrity, honesty and confidentiality; ability to deal tactfully and discreetly with people, situations and information
• Acceptance of diversity and inclusion as a core value

Terms and Conditions

Please note that this position is only open to candidates who possess EU citizenship or other legal authorization to work in the European Union.

Successful candidates will be offered a regular contract under Italian law.