Executive Office Manager (f/m/d)

Admin

Overview

Support strategic ambitions of IRC DE as Executive Office Manager.

You have:

• University degree in a relevant field.
• German and English language skills at (C1) according to the Common European Framework of Reference for Languages.
• Minimum 3 years of work experience in the non-profit, humanitarian and/or development space.
• Experience as an executive assistant or advisor to a senior executive, or in a similar role.
• Regular presence in the Berlin office, at minimum 2 days a week.
• Experience in preparing meeting agendas and minute-taking.
• Experience in arranging complex international travel and itineraries.
• Experience in arranging the facilities for events, conferences and workshops.
• Experience or proven background in planning and project management, NGO knowledge preferred.
• Experience in grasping and summarizing complex topics.
• Experience in communicating effectively with internal and external stakeholders with tact and diplomacy.
• Excellent administration skills with the ability to plan and prioritize work.
• Highly computer literate and confident with Word, PowerPoint, Outlook and Excel.
• Excellent time management skills with the ability to analyze and summarize large amounts of information quickly.
• Ability to coordinate multiple meeting tasks and manage complex details concurrently.
• Self-motivated, flexible, and able to take the initiative.
• A rigorous and critical thinker, able to ask probing questions and find solutions quickly.
• Strong interpersonal, relationship and influencing skills.
• Strong project management skills with a desire to see tasks through to completion.
• Ability to anticipate and assess situations accurately and implement effective courses of action.
• Experience in writing and preparing content for social media and press is desirable.
• Interest in refugee integration, aid and development is desirable.

Work Arrangement:

Job Description

This is an internal role for current IRC employees only

As Executive Office Manager you will work closely with the IRC Deutschland (IRC DE) Managing Director (MD), Senior Director and Senior Strategic Advisor to support them in achieving IRC’s strategic ambitions in Germany and provide a high standard of execution and delivery of strategic goals. This role supports the MD in planning and executing its variety of duties; at times, this role may also be leveraged to support other teams in the organization when it is of strategic importance. As such, the Executive Office Manager is an integral part of IRC DE’s Executive Office team.

The role will be varied and will manage multiple priorities. It will require combining an eye for detail and administrative with interest in supporting senior leadership in implementing strategic objectives. The right candidate will be efficient, diplomatic and have the interpersonal skills necessary to work effectively with senior staff and members of the IRC DE Supervisory Board.

This role will report to IRC DE’s Managing Director.

Internal contacts: You will work closely with the German Senior Management Team, the Senior Director Strategy & Planning, External Relations departments, and you will support engagement with the IRC DE Supervisory Board and Friends of IRC. Other key relationships are held with IRC DE’s All-staff, Equity Committee and GEDI-focused groups in Germany, and pendants of the role on European and Global level (e.g. Executive Assistants).

External contacts: Civil-society networks in Germany, colleagues from IRC DE partner-organizations.

Major Responsibilities

- Manage the Managing Director’s inbox and arrange their daily schedule as required,

- Support the Managing Director’s local and international travel arrangements, prepare travel itineraries, visa applications, when necessary, process travel expenses etc.

- Support in administrative and logistical tasks of the Executive Office (finance, procurement).

- Maintain sensitivity and diplomacy with external actors and senior staff.

- Support the planning and execution of events that involve the Managing Director, incl. as part of the Einstein event series

- Through coordination with the SMT, keep an active overview of the work of departments and ensure effective and coordinated engagement and communication, incl. through scheduling internal meetings, preparing, and circulating agendas, ensuring pre-reads are shared, taking minutes, etc.

- Track and document key strategic internal and external meetings, ensuring that key action points are communicated and follow up occurs.

- Schedule and support all-staff meetings; prepare and circulate the agenda, ensuring all presentations are prepared beforehand; take, share and prepare minutes.

- Advise the Managing Director on external engagement based on the strategic thematic and regional priorities

- Scout for and assess existing opportunities for the Managing Director’s external involvement and visibility (panels, talks, press quotes, interviews, op eds) and provide content, editorial and briefing support

- Maintain the Managing Director’s LinkedIn presence (initiating and preparing content, regularly monitoring network for opportunities to engage)

- Coordinate the preparation of IRC DE Supervisory Board meetings, ensuring that recommendations and actions are captured and disseminated, incl. scheduling and communication (Ensuring agenda and pre-reads are shared, taking minutes, etc.)

- For clarity, the Senior Director Strategy & Planning and MD will own the content related coordination while the ExO manager will own the admin related coordination.

- Support the IRC DE Supervisory Board and Friends of IRC engagement by liaising with the Global Board Engagement Team, creating and circulating the monthly newsletter, sharing information about global board briefings and engagement opportunities, etc.

- Maintain outreach to the Friends of IRC, inviting them to IRC events and organizing an annual gathering in combination with the Supervisory Board.

Your Profile

- University degree in a relevant field. - You have German and English language skills at (C1) according to the Common European Framework of Reference for Languages (CERF) - Minimum 3 years of work experience in the non-profit, humanitarian and/or development space. - Ideally, you have already gained work experience as an executive assistant or advisor to a senior executive, or in a similar role. - Responsibilities for this role require regular presence in the Berlin office, at minimum 2 days a week. - Experience in preparing meeting agendas and minute-taking. - Experience in arranging complex international travel and itineraries. - Experience in arranging the facilities for events, conferences and workshops. - Experience or proven background in planning and project management, NGO knowledge preferred. - Experience in grasping and summarizing complex topics - Experience in communicating effectively with internal and external stakeholders with tact and diplomacy, both orally and in writing, including working with all staff levels and diverse personalities. Keeping confidentiality where required is essential. - Excellent administration skills with the ability to plan and priorities work for self and others. - Highly computer literate and confident with Word, PowerPoint, Outlook and Excel. - Excellent time management skills with the ability to analyze and summarize large amounts of information quickly. The post-holder will need to manage their own time well, and the time of senior leaders. - Ability to coordinate multiple meeting tasks and a myriad of complex details on a concurrent basis. - Self-motivated, flexible, and able to make judgment calls as to when to take the initiative on the Managing Directors’ behalf. - A rigorous and critical thinker, able to ask probing clear questions and drive toward solutions quickly. - Strong interpersonal, relationship and influencing skills, and the ability to work with a variety of stakeholders with different agendas at all levels and manage without authority. - Strong project management skills with a desire to see tasks through to completion. - Ability to anticipate and assess situations accurately and recommend/implement effective courses of action required

Desirable:

- Experience in writing and preparing content for social media and press. - Interest in refugee integration, aid and development.

What We Offer

· Meaningful work in a multi-cultural team

Attractive benefits for employees such as gym membership, company pension plan, job bike leasing, Deutschland ticket and special leave days

· 30 days of annual leave

· Flexible hybrid-work options (working hours, office/homebased)

· Training and development opportunities.

As an organization committed to an empowering and inclusive work environment, we avoid any form of discrimination. We welcome applications from people regardless of their national origin, gender, sexual orientation, disability status or age and strongly encourage applications from candidates with a history of migration and resettlement. We believe in fair and equal treatment of all applicants and therefore kindly ask you to refrain from including photos in your application documents.

Please submit your complete application documents via our application portal:

· Please answer the questions on the application portal (no cover letter needed), and then attach

· curriculum vitae (max. 2 pages),

· at least three references

Unfortunately, we cannot consider applications submitted by e-mail.

If you have any questions, also on the topic of inclusion, please do not hesitate to contact ([email protected]).

Please submit your application by 15.09.2024

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct*. On this basis, the IRC operates and enforces policies on Client Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.*

You can find more information about IRC Germany at IRCDeutschland.de.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: rescue.org