Executive Assistant SMT

The Executive Assistant to Senior Management Team (SMT) offers professional, executive and expert administrative/secretarial support services the SMT and its individual members. He/she supports the administration of the CO through handling of coordination, tracking of SMT milestones, calendars and various communication. The position provides overall support (travel, visa, accommodation, in-country logistics) to international visitors and supports conferences/workshops organized under the auspices of the CD.
The Executive Assistant will also take on any other critical tasks as and when assigned, to facilitate the SMT in delivering their work effectively.
The Executive Assistant to SMT acts as the key note taker and at times provides English-Ukrainian translation services when required.

-        Manage the weekly schedule of the SMT and CD for all official duties and visits, coordinating where necessary with staff.

-        Offer secretarial services, support and minute-taking for weekly and monthly SMT meetings, as well as quarterly ESMT meetings.

-        Ensures write up and correction of all official correspondences to be signed by the CD, ensuring accuracy of content, spelling, general presentation and brand compliance.

-        Maintain and update information on NPA visitors, ensure they are adequately supported in travel, pre-departure information, accommodation, visa and logistics and update staff as necessary.

-        Acts as receptionist when required.

-        Ensure full time availability of office consumables Ukraine country office and monitor to ensure timely replenishment.

-        Assist the SMT, especially the CD in organising their administrative workload, recommending items to be dealt with in order of priority, and ensuring timely responses within required timelines.

-        Handle all confidential correspondence with discretion and confidentiality.

-        Ensure the maintenance of clear and effective filing, records, and other systems for key correspondences.

-        Maintain a high degree of confidentiality regarding any SMT information accessed by virtue of this position.

-        Coordinate and support effective planning for SMT travels, accommodation and transport (both vehicles and flights).

-        Support in processing perdiems (in/out of the country) and any other claims for the SMT members and expatriate staff.

Provide support to expatriates for their temporary accommodation/permanent residence identification and maintenance.

About the Recruitment Process

We work continuously for more diversity and inclusion throughout Norwegian People's Aid. We encourage all qualified candidates to apply.  

Please note, that only applications submitted through our career site will be considered. Applications and resumes sent via e-mail will not be reviewed.

We kindly ask you to carefully read NPA’s Code of Conduct, Safeguarding Policy and Anti-Corruption Policy, before you submit your application. If you are the selected candidate for this position, you will be asked to complete and sign a Safeguarding self-declaration as well as our Code of Conduct. All policies related to ethics can be found on our website.

We look forward to hearing from you!