Executive Assistant to the CEO FLO

Fairtrade Labelling Organizations International

Bonn, Germany

OVERVIEW:

Fairtrade is an alternative approach to conventional trade and is based on a partnership between producers and consumers. Fairtrade offers producers a better deal and improved terms of trade. This allows them the opportunity to improve their lives and plan for their future. Faritrade offers consumers a powerful way to reduce poverty through their everyday shopping. Fairtrade International is the international non-profit, multi stakeholder body that is responsible for the strategic direction of Fairtrade, sets Fairtrade standards and supports producers. The objective for the Executive Assistant is to provide excellent support services so as to enable the CEO to fulfil her, and the organisation’s objectives. The CEO has a heavy travel schedule and is often away from the office

OBJECTIVE/PURPOSE:

To work closely with the CEO and enable her to succeed by carrying out a wide range of tasks smoothly, efficiently and with minimum supervision. To represent the CEO at all times and to all people with courtesy and respect and in a manner commensurate with the position. To recognise, and act upon, emerging priorities in the CEO’s work.

PRINCIPAL ROLES AND RESPONSIBILITIES:

Diary management

• Managing the CEO’s diary, acting as first point of contact for all meeting requests, ensuring that time, is managed effectively so that priorities can be met;
• Ensuring sufficient time is allowed to complete tasks, manage team, attend necessary meetings – in the office and away – make telephone calls, plan etc etc;
• Reminding the CEO of deadlines and potential clashes in the diary;
• Arranging meetings – contacting attendees, organising venues, refreshments and equipment as necessary.

Meeting Management

• Planning and preparing papers and documents for meetings in good time;
• Supplying the CEO with all necessary papers and documents prior to meetings in good time in an ordered and accessible way;
• Preparing presentations (especially powerpont presentations) on behalf of the CEO;
• Preparing and distributing agendas, and taking and distributing minutes of meetings as required;
• Attending internal and, from time to time, external meetings with the CEO, providing support, taking notes and actions and ensuring actions are followed up.

In-box and task management

• Monitoring and managing the CEO’s email in-box, dealing with mails where possible, highlighting those that need immediate action, and ensuring that mails are followed up in due time or are delegated onwards;
• Maintaining a log of the CEO’s commitments and tasks, prompting action where necessary.

Managing Correspondence

• Opening business mail, dealing with matters that do not require CEO attention, and ensuring that correspondence referred have been satisfactorily dealt with;
• Drafting replies for the CEO;
• Keeping track of correspondence and ensuring that all correspondence are dealt with appropriately and quickly;
• Taking telephone calls on behalf of the CEO, monitor and act upon any voicemails.

Research and projects

• Conducting research on a range of topics for reports, correspondence, talks and presentations as required. Presenting findings – facts, figures and images – for use as required;
• Producing reports, PowerPoint presentations, tables and charts as required;
• Conducting ad hoc projects as agreed.

Travel

• Making travel arrangements in good time in a cost-effective, convenient way.

Support to the Board Chair and other Board members

• The EA will offer similar support to members of the Board of Fairtrade International when needed.

Other

• Substitution of other Executive Assistants as needed.

SKILLS REQUIRED:

Experience

• A minimum of 5 years in an international office environment or a very bright self-starter;
• Experience of supporting senior executive staff and /or Board members, ideally in a multistakeholder and/or international organization;
• Experience in minute taking;
• Working with the MS Office suite of programmes – at a minimum: Word, Access, Excel, PowerPoint, Outlook.

Knowledge & Qualifications

• Educated to at least first degree level, e.g. multi-lingual secretary or similar qualification;
• An understanding of the Fairtrade movement, trade and development would be very useful;
• Numerate and capable of understanding and interpreting financial reports, statistical analyses, etc.

Skills & Abilities

• Fluency in English, good working German is essential, Spanish would be desirable;
• Ability to create accurate, well-presented written material;
• Highly organized, ability to prioritise a varied and fast-changing workload;
• Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors;
• Pleasant telephone manner.

Personal Qualities

• Friendly, outgoing and committed to support;
• Collaborative team player;
• Pleasantly assertive;
• Persistent and conscientious;
• Able to maintain a high degree of confidentiality;
• Resourceful, imaginative and problem solver.

TERMS AND CONDITIONS:

• This is a full-time position;
• An initial one-year contract is offered. It is envisaged that the contract will be renewable after the initial one year period;
• Location is at Fairtrade International offices in Bonn, Germany;
• The office language is English;
• Salary is set to Group V as per the Collective Bargaining Agreement for the Wholesale and Foreign Trade Industries for North Rhine Westphalia and Fairtrade International Company Agreement on wages and salaries plus an attractive benefit package;
• Starting date: as soon as possible;
• 30 days of holidays per year.

APPLICATIONS:

• Please consult www.fairtrade.net for more information on Fairtrade International and the Fairtrade system;
• Please apply by email only, in English, with Curriculum Vitae and motivation letter to applications@fairtrade.net, citing “EA CEO” in the subject line;
• Deadline for applications is November 2nd, 2012;
• Please note that FLO is strict on compliance with the required qualification criteria mentioned above, and only those candidates selected for interviews will be contacted.