Administrative And Executive Assistant

Operational Context/Role The Administrative and Executive Assistant will assist the smooth running of the International Director and the Chief Operations and Finance Officer offices. He/She will perform administrative activities in order to ensure optimal functioning of the International Office (IO). He/She will coordinate high-level and operational meetings. He/She will be the focal point for relations with the Jesuit Order headquarters where the IO is based (the “Curia”) concerning logistic and operational arrangements of the IO.  He/She will be the first point of contact with visitors and special guests. This position reports to the Chief Operations and Finance Officer and requires close collaboration with the Finance and Administrative Associate.    Key Responsibilities: Under the supervision of the Chief Operations and Finance Officer, and in collaboration with the Assistant International Director, the Administrative and Executive Assistant will responsible for the following duties:  1- Provide operational and logistical support to the office of the International Director and Chief Operations and Finance Officer (manage calendars, meetings, travels, guests); 2- Act as the contact person for the communication/relationship with the Curia, including organizing working meetings with Curia officials;  3- Plan the organization of governance meetings both on-site and internationally, such as Senior Leadership Team, Administrative Council, International Development Group   (IDG), regular and extended Staff meetings, and special guest meetings (invitations, visa, travel, accommodation, catering, etc.); 4- Produce meeting documents, folders for meeting participants as needed; 5- Assist JRS departments in the organization of internal and external events (administration and logistics);  6- Interpret administrative and operating policies and procedures for employees; 7- Handle confidential documents and ensure secure access; 8- Attend high level meetings when requested and take/keep minutes to be distributed accordingly after compilation and transcription; 9- Conduct research and prepare presentations or reports as assigned; 10-Draft and oversee administrative guidelines for the International Office;  11- Maintain electronic and paper records ensuring that information is organized and easily accessible; 12- Supervise and train volunteers and/or temporary staff; 13- Welcome guests and visitors; 14- Receive and screen phone calls and redirect them when appropriate; 15- Responsible of the good maintenance of the International Office archive; 16- Perform any other duties as requested by one’s supervisor.   The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.     Qualifications:  1- Experience - At least three (3) years of experience in an executive administrative position within a cross cultural and cross border organization. - Experience in writing high-level correspondence and facilitating schedule and communication of senior managers. - Experience in building and maintaining productive relationships with multiple and diverse stakeholder groups in a large organization.    2- Knowledge and Skills  - Previous experience with a faith-based NGO is a significant asset. - Ability to prioritize and manage time effectively. - Ability to work independently with minimal supervision. - Reliable and detail oriented. - Track record in producing high quality work within short deadlines and ability to make effective, timely decisions.  - High degree of discretion, tact and confidentiality in dealing with internal and external clients and stakeholders at all levels. - Solid computer skills: facility with MS office suite (Word, Excel, etc.) and email/internet software and basic accounting procedures required. - Ability to positively influence others and successfully manage differences.  - Excellent interpersonal, listening and communication skills.  - Demonstrated ability to work and deliver under pressure and tight deadlines.  - Good communication and negotiation abilities.    3- Languages - Excellent written and verbal communication skills in English; a professional working knowledge (conversational and written) of Italian is required.   4- Core values - Commitment to JRS mission, vision and values, and the ability to convey with enthusiasm JRS’ role in accompanying and serving forcibly displaced people and in advocating for their right to protection and a life in dignity.  - High integrity, honesty and confidentiality; ability to deal tactfully and discreetly with situations, people and information. - Enthusiasm for diversity and inclusion. Willingness to work in a flexible, multi-cultural environment; successful experience in such environments is a plus.    5- Travel - The job will require travel to JRS locations around the world, up to 10% of work time.     Conditions   Non-European Union nationals must be in possession of an Italian work visa and right of abode in Italy. Applicants will not be considered unless they meet this requirement.