Starting date: ASAP
Engagement: Part-time
Location: Prague
People in Need is the largest non-profit organization in Central and Eastern Europe, operating in the field of humanitarian and development aid, support for human rights, and social inclusion. At present, more than 2400 employees work in our Humanitarian and Development section in 23 countries in Asia, Africa, the Middle East, and Eastern Europe. We are currently looking for an Executive Assistant for the Humanitarian and Development Department (RDD).
About the position:
We are looking for a colleague to join our Prague-based RDD (Relief and Development Department) team in a management support role, with responsibilities for individual thematic tasks as well as long-term agendas of both strategic and one-off nature, including administrative work. This is a position with a diverse scope of work, providing insight into the management of the organization and many interesting related agendas as well as into the work of other departments if needed. The work includes collaboration and communication with teams and management across the headquarters in Prague, as well as sometimes with teams and colleagues on missions.
The work is mainly carried out in Prague, and this position does not include trips on missions.
Reporting Relations amp; Interdependencies with Other Functions
The Executive Assistant (EA) reports mainly to the RDD director who is her/his line manager but receives tasks from the whole RDD directorate (4 persons). She/He is also in close communication with other RDD management members and helps and communicates with other administrative workers. She/He will get into close communication with other departments.
Duties amp; Responsibilities:
- Communication, Coordination, and Collaboration: The position involves supporting effective communication, coordination, and collaboration across the management of the Humanitarian and Development section.
- Meeting Organization: There is responsibility for setting up various types of meetings, consultations, and bigger joint events. Not only will you take notes during these management meetings, but you'll also upload them to our internal communication channels. Since some of these notes get shared widely within the organization, you'll work on formatting them and coordinating with different departments to make sure the right information is included.
- Documentation and Oversight: Taking minutes from meetings is required, along with technical oversight to monitor the fulfillment of their outputs.
- Internal Information Dissemination: You will work to improve internal communication by disseminating information and will contribute actively to enhancing the information-sharing system within the section.
Management Support: This includes supporting the management by consolidating and communicating information from different missions and desks. - Preparation of Materials: You will assist in preparing the materials needed for meetings and conferences.
- Document Updates: Based on specific assignments, you'll be tasked with updating internal directives and implementing documents and tools from all across the organisation.
- Information Requests: Responding to requests about internal processes, tools, and systems is another aspect of the role.
- Administrative Tasks: Both one-time and regular administrative duties are included.
- Task Delegation: The role involves accepting tasks from the RDD director and other members of the Directorate.
- Data management data collection, oversight of databases, extracting information and analysis, etc.
- Communication with partners and networks both in the Czech Republic and abroad
Support for the International Advisory Board
This role involves coordinating and supporting various aspects of interactions with the Internal Advisory Board (IAB) and management team. Ideal for those new to the field or looking to gain organizational experience.
Key Responsibilities:
- Meeting Coordination: Organize and facilitate individual and collective meetings with the IAB and management.
- Minute Taking: Document the key points, decisions, and action items from each meeting.
- Task Execution: Complete small assignments as delegated by IAB members during or after meetings.
- In-Person Meeting Support: Assist IAB members in logistical planning and execution of occasional in-person meetings.
Main Requirements:
- Previous experience in the non-profit sector is an advantage