EXECUTIVE DIRECTOR ASSISTANT

ABOUT THE WHITE HELMETS

The White Helmets (WH) is a non-for-profit organisation with offices in Canada, Europe, Turkey and Syria. We work to support the civilian population in conflict zones through the implementation of a wide range of stabilisation and humanitarian activities, which provide community resilience to millions of people. Our primary focus has been on the Syrian crisis through the work of the Syria Civil Defence and we are looking at expanding our activities to other countries.

SCOPE OF WORK

The Executive Director 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

Tasks and Activities

In consultation and under direct supervision of the Executive Director “ED”, the Assistant Executive Director “AED” 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 correspondences & 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).

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;
• Plan and manage the office budget, including monthly review and analysis of results;
• Oversee the Administrative and Logistics staff in maintaining electronic filing system, ensuring processes and software are up to date and in working order.

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);
• In coordination with the Advocacy and Media Departments, draft public statements on behalf of the Board of Directors;
• Perform other relevant duties assigned by the ED.

Required qualifications: Education, Experience and Competencies

Applications are invited from candidates who are prepared to work at the organisation’s office in Montreal and have the following skills, qualifications:

• Fluency in French and English with high business writing skills in both languages. Arabic is highly desirable.

• Must have a Bachelor 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 an 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 Required Professional Skills

• 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.