We are looking for an Executive Assistant
We are looking for an Executive Assistant to support our Managing Director in managing her agenda and email, providing proactive support with messages and document preparation. You take minutes during the Management Team meetings and will draft clear action lists. While you are good at keeping oversight, you also know when to dive in and take ownership.
The role
You are a structured organiser, with a can-do mentality and strong diplomacy skills. You enjoy making sure everything runs smoothly and efficiently. Besides your support to the Managing Director, you also provide support to our international team by organising get-togethers (lunches and drinks), the maintenance of the office, and office procurement. Your great communication skills, proactive attitude, attention to detail and flexibility will allow you to shape this role further.
Responsibilities
- Serve as key liaison between the Managing Director (MD) and key in- and external partners, clients, institutions and other stakeholders, providing excellent customer service.
- Provide the MD with appropriate preparation before meetings, including creating agendas, taking minutes and tracking follow-up items.
- Prepare supporting documents and presentation materials for meetings and conferences.
- In collaboration with the Manager Partnerships and Investor Solutions, support the MD’s cultivation and stewardship of donors including but not limited to drafting regular correspondence and planning events and meetings.
- Provide support to staff attending conferences (CRM activities and travel arrangements).
- Take responsibility for the overall office environment, ensuring it is organised and well-maintained.
- Coordinate with all parties relating to facility management.
- Manage Aqua for All’s accounts such as the info@aquaforall.org email account and Zoom.
Key Competencies
- Problem-solving ability & judgement: Proficiency in analysing situations, exercising sound judgement, and applying creative problem-solving skills to overcome challenges and achieve goals.
- Diligence: Commitment to thorough, accurate, and persistent task execution, maintaining high standards and attention to detail.
- Planning and Organising: Effective organisational skills to plan, prioritise, and manage programme activities and deadlines.
- Communication Skills: Exceptional communication skills, both written and verbal, to convey ideas, information, and instructions clearly and effectively to various stakeholders.
- Responsibility: Taking ownership of tasks, ensuring accuracy and timeliness, being accountable, and understanding the impact on the organisation’s success.
- Flexibility: Adaptability and openness to change, with the capacity to adjust to evolving circumstances, tasks, and priorities as needed to support organisational goals.
Job requirements
- Minimum 3 years of relevant experience.
- Relevant bachelor’s degree or vocational education.
- A highly structured and organised working approach with attention to detail.
- Strong ability to prioritise tasks and execute multiple projects simultaneously.
- Flexible and able to meet changing work needs and demands.
- Able to work independently and make decisions pro-actively.
- Proficiency in using Microsoft Office tools (slides-building skills are preferred).
- Consistently keeping a diplomatic approach while managing relationships.
- Excellent written and verbal communication skills in English as well as in Dutch.
Salary scale CAO Rijk
Scale 8
Interested to apply?
Please send your application with a cover letter (max. 1 page) and CV (max. 2 pages) to: info@aquaforall.org. For this position you need a Dutch residence or working permit.
The deadline for applications is 20 October. Please mention ‘Executive Assistant’ in the subject line of your email. If you have any questions about the position please reach out to Oluali Titelman (o.titelman@aquaforall.org).