Executive Assistant ICANN

Key Responsibilities

• Schedule interviews, meetings, appointments, conference calls and travel arrangements.
• Assist with the creation of spreadsheets, manuals, presentations, communications and publish documents to staff wiki and website.
• Proactively support the executive and department staff while they travel.
• Provide routine administrative duties such as completion of expense reports, filing, monitoring emails and data retrieval.
• Coordinate with vendors to arrange office services.
• Create and maintain complex filing systems and reports while retaining a high level of security.
• Liaison with other departments to resolve problems, handle complaints and coordinate efforts.
• Ensure all mail is promptly sent and received.
• Other duties as assigned or requested.

Project Management

• Owning and executing multiple projects in parallel. Highly organized, extremely detail oriented while being able to see the big picture, and an excellent communicator.
• Leadership: Ability to work collaboratively with minimal supervision on strategic projects involving multiple internal and/or external departments
• Communication: Ability to communicate across diverse groups and functional business units.
• Business Analysis: Effectively evaluate potential solutions for enhancement and/or new development initiatives consistent with user and company needs
• Project Lifecycles: Experienced in all phases of the project lifecycle including project initiation, planning, execution and closure.
• Process Improvement: Actively engage teams to evaluate and optimize current processes, define business needs and translate needs into solid requirements
• Quality: Great attention to detail and dedication to accuracy. Assume complete ownership of responsibilities, working to fully understand concepts and business opportunities in order to maximize contribution

Essential Job Functions:

• Maintaining Departmental communications - Arrange Conference calls, minute meetings and calls, maintain the departmental wiki and calendar.
• Manage multiple projects
• Create reports aggregating materials submitted by the team
• Track invoicing and reimbursement in collaboration with the finance department.
• Assist with planning for travel, meetings, materials and shipping.
• Support the dispersed team and act as liaison between the remote team members and the hub office department functions

ICANN is an unusual global organization. It is based on a multi-stakeholder concept that brings interested voices around the world into the bottom-up policy-making process for the Internet’s domain name system. You can find more about us at http://www.icann.org.
There is no typical ICANN employee. Our staff has a wide range of backgrounds and working styles, with many working remotely, and we have offices in Europe, Australia and the United States. We are expanding and changing rapidly.
Required Skills

• Must have excellent communication skills including fluency in English with multi-lingual skills strongly preferred.
• Proficiency using Excel, Word, PowerPoint and Adobe Professional
• Excellent language skills, bilingualism preferred and multilingualism a plus (preference for the 6 UN official languages)
• Strong project management skills.
• Experience with Wikis and online systems like ReQlogic a plus
• Proven ability to compose clear reports, summaries and other written communication
• Ability to take fast notes or shorthand preferred
• Detail-oriented and organized with the ability to multi-task
• Ability to work with highly diverse workforce
• Ability to work independently (self motivated)
• Ability to handle confidential matters with discretion
• Curiosity and passion for the development of the internet

Required Experience

• Prior international experience strongly preferred.
• Minimum 5 years related administrative experience supporting senior level management
• College degree preferred

ICANN is an Equal Employment Opportunity Employer and does not discriminate based on race, color, religion, national origin, ancestry, citizenship, marital status, veteran status, physical or mental disability, sex, sexual orientation, age or other protected characteristics and complies with all applicable laws and regulations.
ICANN is a nonprofit public benefit corporation responsible for the global coordination of the Internet's system of unique identifiers. These include domain names as well as the addresses used in a variety of Internet protocols. Computers use these identifiers to reach each other over the Internet. Careful management of these resources is vital to the Internet's operation, so ICANN's global stakeholders (Registrars, Registries, Internet user groups, etc.) meet regularly to develop policies that ensure the Internet's ongoing security and stability.
All resumes should accompany a well written cover letter (first impressions are everything). Tell us why you are the best person for the job. Only those with comparable skills will be contacted. No phone calls or email please.
For more details about the position and to apply, please click here.