Humanitarian OpenStreetMap Team

Executive Assistant

• Manage the Executive Director's diary, scheduling and prioritising meetings, appointments, and travel arrangements including visas, itineraries, accommodation, and transfers;
• Screen and manage incoming correspondence including, emails and selected written communications on behalf of the Executive Director;
• In collaboration with the Comms team, prepare and review briefing notes, presentations, and other communications to a high standard ensuring tone, accuracy, and professionalism on behalf of the Executive Director;
• Maintain effective communication between the Executive Director and cross-functional teams, ensuring timely information flow;
• Support with prioritisation and communication across the organisation
• Handle confidential and sensitive information with absolute discretion at all times;
• Review and approve monthly timesheets for all direct reports of the Executive Director; alongside other administrative tasks including Expenses.
• Organise and coordinate internal and external meetings, including leadership meetings and/or external engagements;
• Prepare agendas, compile meeting and conference packs, presentations, and circulate documents in advance;
• Attend meetings on behalf of the Executive Director as required, take accurate minutes, and track agreed actions to completion;
• Coordinate logistics for events, workshops, and external engagements involving the Executive Director;
• Support the Executive Director in tracking progress against strategic priorities and key deliverables
• Coordinate cross-functional follow-ups on behalf of the Executive Director, ensuring accountability and timely delivery
• Assist in the preparation of board papers, monthly all-hands staff updates (Leadership corner) and organisational documents as required. in collaboration with the Ops team.
• Research and prepare draft talking points and slide decks using Google Slide for internal and external meetings;