Job title: Personal/Executive Assistant
Job description: The European Institute of Peace is looking for exceptional individuals who share our vision for a world where people live in safety and peace because conflicts and grievances are resolved through inclusive dialogue and lasting political agreements.
We provide practical experience, technical expertise, and policy advice on conflict resolution. We use a variety of tools to help us do this, including analysis, mapping and design of peace processes and agreements, facilitating policy discussions, and proposing practical engagement, for example through inclusive dialogue and mediation support.
Based in Brussels and active in over a dozen countries, the European Institute of Peace is an independent organisation working collaboratively with European decision-makers, the parties to the conflict, and those who represent people suffering from insecurity or at risk of violence, as well as the conflict prevention, resolution and mediation community.
Our innovative approach to peace enables us to be agile, creative, and effective in everything we do, and these are key qualities we look for in our team members. See for more information.
We are looking for a motivated and proactive Personal/Executive Assistant to provide administrative and operational support and help the Executive Director to prioritise his work on multiple files and have an overview of the Institute’s work.
Duties and responsibilities
The Personal/Executive Assistant‘s responsibilities will include:
· Manage the Executive Director’s (ED) time including scheduling, travel, and correspondence review and prioritisation, by using independent judgment, initiative and maintaining an overview;
· Prepare, document, and attend internal meetings chaired by the ED, notably the Senior Management Team (SMT), with staff and directors, whether on policy, programmatic, management or other issues;
· Work closely with the ED to keep him informed and prepared for upcoming commitments and responsibilities. This may include ensuring the ED has relevant policy developments, including preparing background material;
· Support the ED’s engagement with external actors, including but not limited to policy and decision makers, mediators and conflict resolution bodies, Board members, donors and civil society;
· Support the ED’s engagement with the Institute’s Board, Financial Oversight Sub-Committee (FOSC) and Advisory Board (Friends of the Institute), including drafting updates of the Institute’s operations for both the Board and Friends, liaising with point of contacts of Board members and organising Board, FOSC and Friends of the Institute’s meetings;
· Support the ED as necessary in compiling agendas, taking notes and ensuring that the outcomes of the meetings are recorded and shared as appropriate with SMT, staff, the Board, etc;
· Work together with the Public Affairs Officer and relevant colleagues on the ED’s engagement in public events, workshops, meetings with journalists, by including drafting speeches, presentations and talking points.
· 3 to 5 years’ experience as personal or executive assistant in a multi-lingual and political environment;
· Professional experience in the European institutions/bodies, or in the United Nations or a national public administration an asset;
· Professional, friendly, and confident communicator at all levels.
· Good written and verbal communication skills in English.
· Service-orientated with a strong customer-focused approach to work, demonstrating responsiveness, flexibility, and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
· Ability to research, digest, analyse and present material clearly and concisely;
· Independent, proactive, structured, and careful way of working with a focus on detail;
· Motivated with a capacity to work with minimum supervision;
· Discretion and an understanding of confidentiality issues;
· Excellent skills in typing and using MS Office suite (i.e. Word, Excel, and PowerPoint).
· Ability to work in Belgium (Belgian or EU citizen or currently in possession of a Belgian work permit).
The Institute offers
· Employment contract (open ended Belgian contract);
· Salary based on 13.92 months and commensurate to the position and experience;
· Benefits package which includes luncheon vouchers, hospital insurance, pension plan, and contribution to transportation;
· 40h/week including 12 RTT days per year;
· Orange SIM card;
· Contribution to teleworking allowance: €15.
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