Job Summary
This position will be for the Syrian forum, the CEO’s Executive Assistant will provide administrative support, manage schedules, handle correspondence, and perform various tasks to enhance the CEO’s work efficiency. The ideal candidate is highly organized, detail-oriented, and able to handle a wide range of administrative and executive support-related tasks with a high degree of professionalism and confidentiality, can travel domestically (inside Syria), and can adjust working hours at various time zones.
Key Responsibilities
- Provide sophisticated calendar management for the CEO: Prioritize sensitive matters and inquiries while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
- Act as a liaison and support Board members: Arrange and handle all logistics for Board meetings and events: schedule and prepare meetings; draft agendas; develop, compile, and distribute presentation materials; record meeting minutes, and follow up on action items.
- Office management for the CEO’s office: coordinate and oversee administrative activities to ensure the smooth and efficient functioning of the executive office. This includes a wide range of tasks aimed at supporting the CEO in their daily responsibilities such as:
- Writing and editing e-mails, drafting memos, and preparing communications on the CEO’s behalf.
- Collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence and maintaining contact lists.
- Making travel arrangements and completing expense and mileage reports.
- Serve as the primary point of contact for internal and external institutions on all matters, including those of a highly confidential or critical nature.
- Work closely with the CEO to keep him well informed of upcoming commitments and responsibilities, follow up appropriately, have a sense of the issues taking place in the environment, and keep the CEO updated. Anticipate the CEO’s needs in advance of meetings, conferences, etc…
- Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
- Provide hospitality to all guests and help to create a welcoming environment.
- Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and the Institution’s policy.
- Provide translation when needed in meetings or for documents/files (announcements, letters, emails, etc…) from Arabic or English and vice versa.
- Coordinate transportation and accommodation reservations of the CEO and senior management and accompany the CEO and senior management on travels whenever needed.
- Collect data from SF’s programs management when needed, and follow up on action items, while maintaining comprehensive and accurate records of all.
- Respect and apply all PSEA principles and show high commitment to report any SEA action.
Note: the above-mentioned key responsibilities/accountabilities are illustrative ones. Other future responsibilities/accountability may be assigned to the job depending on the department’s organizational chart.
Qualification, Experience, and Technical Competencies
- Bachelor’s degree in English Literature, Business administration, Public Relations, or related fields,
- 3 years’ experience in working with Senior/Executive levels,
- Advanced level in English and Arabic.
- Significant executive support experience, Non-profit board experience is highly preferable,
- High level of proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials,
- Technical proficiency and problem-solving skills,
- Strong verbal and written communication skills,
- Exceptional organizational skills and impeccable attention to detail,
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, donors, and partners,
- Make appropriate, informed decisions regarding priorities and available time,
- Ability to travel among the Syrian governorates.
- Ability to complete a high volume of tasks and projects with little or no guidance,
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround,
- Ability to maintain a high level of integrity and discretion in handling confidential information,
- Ability to switch gears at a moment’s notice.
- Valid Passport and Driving License.
- Living in Damascus or Rural Damascus.
Core Competencies
- Core Competencies:
- Communication
- Teamwork
- Planning and organizing
- Accountability
- Creativity
- Stakeholders orientation
- Commitment to continuous learning
- Technological awareness.
- Supervisor/Managerial Competencies:
- Leadership
- Building Trust
- Vision
- Managing performance
- Empowering others
- Judgment/Decision-making.
Syrian Forum is committed to protecting our staff and the communities we work with from abuse and harm including sexual exploitation, sexual abuse, and sexual harassment.
All staff are expected to abide by our Code of Conduct and the IASC 6 core principles.
Syrian Forum has a zero-tolerance policy towards any behavior that violates its code of conduct, including sexual harassment, exploitation, abuse, as well as lack of integrity, corruption, and fraud. SF also adheres to strict safeguarding principles.
How to apply
Syrian Forum shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.
Interested applicants should submit their applications by clicking here before the application closing by the end of 08.02.2025.
Only short-listed candidates will be contacted. Unsuccessful applications will neither be acknowledged nor returned. Please note that applications received after the closing date will not be considered.
“Female candidates are strongly encouraged to apply for this position.”