Executive Assistant to the Chief of Staff

Location: International Office, Innsbruck/Austria


The Executive Assistant to the Chief of Staff (CoS) will be responsible for coordinating and implementing a wide range of administrative, communication, budgetary and logistical tasks in support of the CoS’ leadership. The role is a both a critical and exciting one in helping the CoS and organisation be efficient and successful. As a key contact point for both internal and external stakeholders, you will have a front row seat to key, cross-cutting projects and the leadership and governance decision-making of one of the world’s largest child-focused iNGOs. In this way, your work will contribute daily to ensuring that many more children and youth have a loving home and an equal chance to succeed in life.

Tasks and responsibilities

As Executive Assistant to the CoS, you will:

  • Provide general administrative support, including interfacing with stakeholders and staff in countries worldwide, managing an action-packed and dynamic schedule, booking and strictly monitoring complex international travel, organising and prioritising emails, drafting presentations, correspondence and internal communications materials, setting up calls/meetings and taking diligent notes/minutes, filing all correspondence & documents in their proper places, tracking and submitting expenses, etc.
  • Manage and monitor the budget for the CoS office and support the CoS in the annual planning process
  • Work closely and effectively with the CoS to keep her well-informed of upcoming responsibilities to ensure organised, efficient operations, especially smooth collaboration with teams of and assistants to the President, CEO, CFO and COO, the General Secretariat (GSC) Leadership Team, and members of the CoS office
  • Develop/use detailed knowledge of the federation to prioritise competing needs, identify potential conflicts, handle matters expeditiously, and enthusiastically follow through on tasks and projects to successful completion
  • Lend support to key federation and GSC events as needed
  • Handle sensitive business and confidential information with discretion, tact, and diplomacy
  • Actively seek ways to streamline office processes that build on our collaborative work environment
  • Bachelor degree in business administration, communications, social science, event or hospitality management or a related field of study combined with several years of experience as an executive assistant, or a technical diploma with relevant experience preferably in an international context
  • At least 3 to 5 years of professional experience in a relevant setting ideally with an international context and/or NGO environment
  • Experience working in a collaborative approach with the ability to handle the unexpected with flexibility and a positive attitude
  • Demonstrated ability to prioritize, plan and perform multiple urgent tasks swiftly and seamlessly with a proactive, focused, solution-oriented and structured way of thinking and working
  • A strong ability to grasp new topics quickly while being detail-oriented in the execution of work and eager to learn new things/adopt new skills, including new technology solutions
  • Excellent interpersonal skills and the ability to build relationships with internal and external partners at all levels
  • An eye for efficiency combined with a personality that engages in improving results by contributing to the study, evaluation and re-design of processes, and then implementing those changes
  • A high-level technical competency with Microsoft OS (Excel, Word, PowerPoint, Outlook, etc., as well as virtual collaboration tools)
  • Fluent in English both orally and in written form, and experience or interest in communications, especially as related to internal communications with staff; a strong command of German is also highly desirable
  • Applicants must hold a valid Austrian working permit or be eligible to work within the EU
We offer
  • An exciting opportunity to work in an international setting, contributing to a meaningful mission
  • A great deal exposure to senior stakeholders from inside and outside of the organisation
  • As a responsible employer, we provide a range of training schemes and encourage educational enhancement
  • A salary that will be commensurate with experience and qualifications

If you are interested in this position, please send your detailed e-mail application by 17 February 2019 at the latest to personal@sos-kd.org, SOS-Children’s Villages International, Human Resources, 6020 Innsbruck/Austria, www.sos-childrensvillags.org/