ABOUT THE WHITE HELMETS
The White Helmets (WH) is a non-for-profit group with offices in Canada, The Netherlands, 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
Under the direct supervision of the WH Executive Director (ED), the Executive Secretary will provide comprehensive administrative and organizational support. The role includes managing the ED’s schedule, handling correspondence, maintaining office systems, and supporting event planning and meeting logistics. The Executive Secretary will play a critical role in ensuring the smooth functioning of the Executive Director’s office.
TERMS OF REFERENCE
- Duty station: Montreal, Canada/or Netherlands.
- Line manager: Executive Director (ED)
- Line management Responsibility: N/A
- Full-time/Part-time: Full-time
Tasks and activities:
Under the direct supervision of the WH Executive Director (ED), the Executive Assistant will perform the following duties:
- Manage the Executive Director’s (ED) and other board directors’ calendar, schedule meetings, and organize appointments.
- Prepare and format documents and reports for the ED.
- Handle incoming and outgoing correspondence, including emails and direct them to the appropriate departments.
- Maintain accurate records, filing systems, and databases for the Executive Director’s office.
- Assist in organizing meetings, including preparing agendas, taking minutes, and distributing documentation.
- Process and track invoices, expense reports, and reimbursements for the Executive Director’s office.
- Perform general clerical tasks such as photocopying, scanning, and mail distribution.
- Assist with travel arrangements and bookings for the ED.
- Maintain office supplies and ensure that the ED’s office is organized and well-functioning.
- Provide support in event planning and logistics as requested by the ED.
Required qualifications: Education, Experience and Competencies:
- Post-secondary diploma or certificate in office administration or a related field.
- 1-3 years of administrative or secretarial experience.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills in English
- Conversational level in Arabic is required. French is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to multitask and prioritize daily workload.
- Professional attitude, discretion, and the ability to maintain confidentiality.
How to apply
How to Apply:
The position is open to candidates who hold valid work and residence permits in the country of their application.
If you are interested in applying for this position, please fill out the application form by clicking on this Link and attach your CV and a covering letter explaining your background, suitability for the role and interest in what we do.
Closing date for application: 31 October 2024.
The White Helmets is committed to diversity and inclusion within its workforce, and encourages all applicants, irrespective of gender, nationality, religious and racial/ethnic background, as well as persons with disabilities, to apply to become a part of the organization, where all persons are treated fairly, with dignity and respect. As part of The White Helmets’ commitment to safeguarding/ preventing sexual harassment, exploitation, and abuse, we conduct reference checks on all final stage candidates in line with International Standards.
Please note that due to the urgency of this position we will review the applications regularly and we do reserve the right to close this advertisement early; the closing date will be upon successful recruitment.
Only shortlisted applicants who meet the required job qualifications will be contacted.
Further information about us can be found at www.whitehelmets.org and https://www.syriacivildefence.org