Executive Assistant - Silver Tier (Full Time/Flexible Schedule)

Job Overview

Our client, a highly mobile charity executive, is looking for a compassionate and organized Executive Assistant. This role is ideal for a service-oriented professional who thrives on delivering high-quality, personalized support while coordinating complex travel arrangements and managing various administrative tasks. As the client travels frequently within Europe and has urgent needs related to their home regions, the Executive Assistant will ensure seamless communication and proactive support across all aspects of the client’s professional and personal obligations.

Key Responsibilities

Expense Management

• Oversee and reconcile client expenses related to travel and charity work, preparing cash flow reports for financial oversight.
  
  

Research and Outreach

• Conduct in-depth research on charities, local regulations, and social initiatives to support the client’s ongoing projects and philanthropic goals.
  
  

Document and File Management

• Establish a secure and accessible document management system for effective collaboration on charity-related files and documents.
  
  

Data Management

• Handle data entry, automating processes where possible, and managing datasets relevant to the client’s charity work and personal requirements.
  
  

Order and Inventory Management

• Track and manage necessary supplies, including charity materials and personal essentials, ensuring timely delivery and availability.
  
  

Stakeholder Coordination

• Act as the communication bridge between charity stakeholders, partners, and volunteers, keeping project timelines and workflows on track.
  
  

Scheduling & Reminders

• Maintain the client’s personal and professional calendars, coordinating meetings, charity events, and travel arrangements across time zones.
  
  

Travel Arrangements

• Organize complex travel logistics with a focus on both European travel and urgent needs related to home region connections, including immigration and visa requirements.
  
  

Email and Communications Management

• Draft and manage communications with charity partners, volunteers, and stakeholders, utilizing automation tools to streamline correspondence.
  
  

CRM and Donor Management

• Customize CRM workflows, manage donor interactions, and support client engagement with charitable contacts.
  
  

Client Calls and Inquiries

• Handle client inquiries over the phone, including scheduling, appointment setting, and clarifying charity-related requests.
  
  

Reports & Presentations

• Generate reports and presentations with data analysis for project updates and donor presentations, helping the client showcase their impact.
  
  

Qualifications And Skills

• Service-Oriented: Passionate about providing personal, compassionate support and managing charity-related needs with empathy.
• Strong Organizational Skills: Ability to prioritize tasks and manage time-sensitive requests in a high-paced, mobile environment.
• Tech Proficiency: Familiar with CRM software, email automation, and remote collaboration tools.
• Problem-Solving Attitude: Quick to identify solutions and overcome unexpected challenges.
• Excellent Communication: Proficient in written and verbal communication, skilled at adapting tone and style for diverse stakeholders.
  
  

Benefits

• Flexible Work Schedule: Manage your time based on CET with flexibility to meet client needs during travel.
• Supportive Onboarding: Hands-on training and a client dedicated to ensuring a positive onboarding experience.
• Rewarding Work: Join a role that directly supports impactful charity work, making a difference on a global scale.