This position is part of CIEL’s Fossil Economy Program and reports to the Program Director (located in Germany). This is a 2-year contract, continuation based on available funding. The responsibilities are:

1. Assistance to the Program Director:

• Actively manage and prioritize Program Director’s email, Slack, Asana, and other communication information channels, and access/navigate confidential information to support other functions across all types of work in the organization.
• Exercise judgment in managing and prioritizing the Program Director's task list and tracking deadlines.
• Track expense receipts, and maintain monthly timesheets of the Program Director.
• Conduct background research and provide relevant information to assist in the Program Director’s meeting preparation, decision-making, and other responsibilities.
• Anticipate logistical issues and problem-solve on behalf of the Program Director.

2. Scheduling and Event Management:

• Manage complex schedules to coordinate meetings on behalf of the Program Director and team and ensure the Program Director’s calendar is handled in an efficient and discrete manner.
• Coordinate travel arrangements for the Program Director including: obtaining visas, scheduling flights and transfers, preparing travel documents.
• Coordinate and schedule meetings or events with staff, funders, partners and coalitions, journalists, and other stakeholders, including sending calendar invitations, reserving meeting spaces/ordering catering, setting up conference and or video calls, providing preparatory materials in advance to fully prepare the participants, and other logistics, as needed.

3.Team Support and Project Management:

• Support in the onboarding process of new program members.
• Assist in the coordination of work and annual planning, working with program members and other departments as necessary.
• Support the Program Director in maintaining and monitoring program budgets and tracking grant deliverables across program workstreams
• Support project management tracking and monitoring, including deploying and maintaining software solutions.
• Support the logistics of virtual and in-person team retreats, meetings, and conferences, including coordinating delegation membership, managing travel, lodging, and expenses, and serving as the central point of contact for delegation coordination.
• Coordinate with other Director’s Assistants and administrative staff to support cross-team collaboration, streamline and unify processes, and ensure the flow of relevant information.

4.Administrative Functions:

• Perform administrative functions, including but not limited to creating and updating filing systems, scanning, copying, making and screening calls, and taking notes during meetings.
• Assist with the preparation of various communications such as memoranda and paperwork, including light editing and formatting.
• Maintain and preserve confidentiality.
• Perform general administrative and other duties as assigned.

Minimum Qualifications:

• Minimum of 3 years of administrative experience supporting director-level work.
• Ability to organize and manage multiple priorities, exercise judgment, and be flexible in a fast-paced and dynamic work environment.
• Superior professional communication skills, including courteous oral and written communication with both internal and external audiences.
• Ability to maintain confidentiality related to documents, correspondence, and discussions.
• Experience learning and thriving in new digital systems and maintaining calendars across an array of platforms and technologies.
• Ability to take rapid notes/minutes in real-time (minimum of 80 wpm).
• Proficiency in Microsoft Office and Google Suite (Docs, Calendars, Sheets, etc).
• Ability to work collaboratively with a broad range of colleagues and personalities.
• Anticipatory and self-directed.
• Comfortable, accurate, and efficient working at a fast pace, in a proactive manner.

Desired Qualifications:

• Familiarity with project management and financial platforms (e.g., Asana, Intacct).
• French and/or Spanish proficiency (with German as an additional bonus)
• Basic familiarity with and an interest in relevant topics for the Fossil Economy program such as climate and energy, biodiversity, toxic pollution, human rights and environmental justice.

Location note: This position may be eligible to work from the following locations:

• In our Geneva office, provided you have the ability to legally work in Switzerland  (i.e., a citizen of EU/EFTA member states)
• Remotely from a country outside of Switzerland, depending on the country and provided you can work within African/European time zones AND have obtained your own legal work authorization. Due to restrictions, not all countries will be eligible for remote hiring.