LSM Ascenseurs SA

Executive Assistant

LSM Ascenseurs SA

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇮🇪 Ireland

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Job Level

Mid-LevelSenior

About the role

  • Provide administrative support to the Executive Director and serve as a first point of contact for all internal and external stakeholders.
  • Provide support to administration, planning, and governance functions as described below, maintaining a high level of confidentiality.
  • Manage projects that may involve participation from other teams and staff members as assigned by the Executive Director.
  • Assist the Executive Director in the preparation and management of the ED’s work plan.
  • Manage the Executive Director’s calendar with a high level of detail, coordinating and prioritizing daily tasks.
  • Arrange complex and detailed travel plans.
  • Provide inbox management for the Executive Director, including drafting emails and providing acknowledgment, in response to the director’s written or oral notes.
  • Ensure the smooth functioning of the Senior Leadership Team via the organization of weekly meetings, providing logistical support, and ensuring follow-up to any action items identified with individual team members.
  • Assist the Senior Leadership Team in coordinating various planning and reporting processes where necessary.
  • Format information for internal and external communication, such as memos, emails, briefings, presentations, and reports to the Executive Director and, on occasion, other members of the Senior Leadership Team.
  • Act as a liaison between the Executive Director and the Board of Directors, assisting with scheduling meetings, events, calls, and ensuring agreed actions are followed up on.
  • Support the board in the execution of governance-related projects and ensure meetings are scheduled and actions are followed up on.
  • Perform other job-related duties as requested or assigned by the Executive Director.

Requirements

  • Bachelor’s degree in Management, International Relations, or other similar field.
  • 3-6 years of experience as an Executive Assistant or equivalent in a fast-moving environment, ideally with a faith-based NGO (but not essential).
  • Experience of administration in a 100% remote working organization.
  • Experience engaging with top-level stakeholders, supporting and building partnerships with national/international organizations.
  • Previous work with Catholic institutions, including the Vatican, is very useful but not essential.
  • Understands the practicalities of providing executive support in a timely and efficient way.
  • Good understanding of project Management, but also the importance of flexibility.
  • Understands overall management principles/best practices.
  • Good understanding of Catholic Church hierarchy, structures, and relations, or ability to learn quickly.
  • High level of proficiency in using G Suite - particularly in email management tools, document management, and calendar.
  • Excellent knowledge of Slack, Zoho, and other tools.
  • Strong commitment to the mission of the Laudato Si’ Movement and personal connection to the ethos of the organization, rooted in integral ecology, comfortable supporting and working in a faith-based environment.
  • Excellent written, verbal, and interpersonal communication skills, with proven ability to communicate effectively with a wide range of colleagues, as well as internal and external stakeholders.
  • Track record of managing executive schedules, emails, and processes in a fast-paced, fluid environment.
  • Ability to maintain focus whilst operating within a dynamic environment and executing in situations where demands are many and paths are uncharted.
  • High attention to detail, taking full ownership of whatever is thrown the way with a high level of service, responsiveness, and follow-through for both internal and external stakeholders.
  • Intuitive mindset and excellent problem-solving skills, foreseeing potential problems and finding solutions.
  • Self-starter who works well with a lot of autonomy and minimum direction, and understands when and how to appropriately involve others and ask for help.
  • Strong interpersonal skills and thrive on building meaningful, trusting relationships even with people of different cultures.
  • Ability and willingness to provide occasional executive support beyond the scope of a typical workday.
  • Fluent in English and ideally conversant in additional languages, such as Italian, Spanish, Portuguese, or French.
Benefits
  • Flexible working hours
  • Remote work options

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
project managementadministrationemail managementdocument managementcalendar managementstakeholder engagementexecutive supportproblem-solvingattention to detailautonomy
Soft skills
interpersonal communicationwritten communicationverbal communicationflexibilityrelationship buildingservice orientationresponsivenessself-starterownershipadaptability