Executive Assistant

Executive Assistant

Application deadline closed.

Job Description

The New Humanitarian


Hours and status: Full time, permanent

Salary: Competitive, based on experience

Start date: ASAP

Location: Remote, with availability during standard CET business hours

Deadline for application: 23:59 CET on Sunday 26 March 2023

The New Humanitarian is seeking an ambitious, detail-oriented, strategically minded Executive Assistant to provide high-level support to its CEO, management team and board of directors.

The New Humanitarian puts independent journalism at the service of the millions of people affected by humanitarian crises. Our journalists report from the front lines of conflicts and disasters in some 70 hotspots around the world to drive more effective prevention of and response to crises. Our on-the-ground reporting, expert analysis and commentary inform policymakers and practitioners, amplify the voices of those at the heart of crises, and act as a watchdog to hold the humanitarian aid sector accountable.

This exciting new role offers a diverse and stimulating opportunity to work closely with our senior leaders, providing high-level support and contributing to key decision-making processes. While the Executive Assistant will perform typical administrative tasks, such as scheduling and preparing presentations, they will also play a significant role in driving forward strategic initiatives. For example, the Executive Assistant will support the CEO in drafting a description of TNH learnings from decolonising journalism for publication on our external website, to organising a speaker series to help the editorial team better understand humanitarian aid policy issues. Additionally, as board secretary, they will coordinate the board of director's activities and provide support to other senior leaders as needed.

The successful candidate will join an organisation with a compelling mission; a strong reputation – built over more than 25 years – for journalistic integrity and credibility; a team deeply committed to its work; and a commitment to becoming a transformative newsroom that practises decolonised journalism, puts impact at the centre of its work, and adopts a progressive culture centred on well-being.

You will join our small, passionate team working at the nexus of some of the world’s most urgent challenges: building a more equitable, inclusive model of world-class journalism and improving the lives of some of the world's most vulnerable people.

The role

Your mission is to help the senior leaders of the organisation function more smoothly, effectively and efficiently. You will support key strategic, operational and ad-hoc initiatives from planning to execution.

This will involve communication with board members, potential funders, and team members and access to sensitive information as well as high-level meetings.

You will have four areas of focus:

  • Administration: You will manage the CEO’s schedule, filter their email and help optimise their time.
  • Management Support: You will keep the management team on track with our annual strategic planning cycle, and help the senior leaders put on team-wide presentations or events.
  • Governance: You will coordinate the work of the board of directors, including drafting agendas, taking minutes, ensuring follow-up and identifying prospective new board members.
  • Special Initiatives: You will support the execution of special cross-team projects and events driven by the CEO.

Job Requirements

The ideal person for the job will be a problem solver with excellent communication skills, strong writing ability, and impeccable attention to detail. You are a people person and have a service orientation. You are not easily frazzled; you thrive off managing complex schedules and having many projects on the go at any given time.

You have an ability to synthesise information for busy senior leaders and are extremely diplomatic and professional in your communications. You take initiative and pursue opportunities to make things better without waiting to be tasked.

The single most important quality for this role is that you are motivated and keen to learn and grow, but you will benefit from having previous experience working in an office environment and performing administrative tasks.

Speaking multiple languages, particularly French, is an asset, as is experience in the following:

  • providing support to senior leaders
  • working in start-up environments
  • working on humanitarian issues
  • performing strategic planning or policy roles

The following core competencies will be put to the test in this role:

  • Organisation: You are highly organised in how you store information and coordinate logistics. You are meticulous when it comes to detail.
  • Clear and professional communication: You communicate with respect and care; you understand your audience; and what details will matter to them.
  • Discretion: You exercise judgement with regards to confidential or sensitive information.
  • Agility: You can thrive amid uncertainty. You are flexible enough to adapt to evolving demands of the job.
  • Resilience: You’ve got grit. You don’t give up easily. You push through difficulty and are proactive in seeking solutions to challenges.

We especially welcome candidates who reflect the diverse communities our journalism serves and will prioritise those who come from or have strong links in Africa, Asia, the Middle East, and Latin America, or lived experience of humanitarian crisis.

We have described the qualities we are seeking in this position, but we recognise that there will be strong candidates who do not meet all the requirements listed here but have other important qualities. Thus, we encourage all interested candidates to apply.

Key Responsibilities

  • Provide direct administrative support to the CEO, including managing their calendar, maintaining and organising their contacts, and filtering their email
  • Plan, organise, and schedule meetings and events in which the CEO is participating; screen for conflicts, and liaise with other team members to ensure they are prepared
  • Research and/or draft communications with key stakeholders on the CEO’s behalf
  • Monitor the strategic planning cycle and schedule meetings and reviews accordingly
  • Prepare presentations for meetings of the management team, staff and board
  • Coordinate cross-team initiatives, such as inviting guest speakers or sending out team-wide newsletters
  • Research/explore new organisational opportunities and/or partnerships with third parties, from training to new office space
  • Organise board meetings and liaise with board members as relevant
  • Take minutes at board and sub-committee meetings
  • Track action points and required follow-up
  • Identify prospective board members and support the CEO with succession planning at board level
  • Provide administrative and strategic support to initiatives driven by the CEO or other cross-team initiatives. This may involve research, outreach, logistics, drafting policy documents or otherwise driving processes forward.

How to apply  

Please visit our TNH Career's page (Careers at The New Humanitarian) to submit an application, or alternatively click on the "Apply" link provided. Please include a cover letter outlining your interest in working with TNH and what you consider to be the most important qualities of a good Executive Assistant.