Executive Assistant (EA)

Background:

L’Union des Orgnisation de Secours et Soins Médicaux – International (UOSSM International), since its establishment in 2012, has been providing humanitarian assistance, medical relief and healthcare services to people affected by the crisis. UOSSM is a non-governmental organization registered in Europe and has a country office (Mission) in Gaziantep with a capacity of almost 65 staff in Turkey, Gaziantep and about 1850 staff in the field located in several countries and regions, providing health services to around 1.5 m beneficiaries on annual basis. UOSSM delivers services related to Health, Protection, Nutrition, Mental health, community health, referral ambulance services and other interrelated ones.

Within the framework of vision and mission, seeking to ameliorating its intra communication, enhancing its archive and rendering more efficient its interlayers exchange of information. UOSSM is looking to contract an Executive Assistant (EA)

The Executive assistant will provide overall support to the efforts of communication with focus on its intra communication primarily between the board of directors represented by the chairman, and by the executive team, ensuring smooth and efficient communication of high-impact.

If you are a highly motivated professional with a passion for creating positive change in health care organisation and possess high skill communication and leadership, we encourage you to apply for the position.

Job Title: Executive Assistant (EA)

Type of Contract: Employment 80- 100%

Location: Geneva – Switzerland

Duration: One year (renewable)

Expected Starting Date: ASAP

Reports to: Chairman and executive team of Uossm International

Overall Responsibilities:

The Executive Assistant plays a crucial role in ensuring smooth functioning of the chairman’s activities, supporting communication and decision-making processes, and maintaining effective communication within the organization. The role is critical in supporting the top executives, facilitating communications, and being the pivot for bridging the gap between board directors and executive operation teams.

Serve as the first point of contact for the executive, speaking to other employees and external parties and relaying shared information to the executive

Responsible for various administrative tasks, like organizing paperwork, maintaining office supplies, making travel arrangements, creating summary of reports, performing statistics and presentation.

Specific Responsibilities:

• Communication and Liaison:

1. Act as the primary point of contact between the chairman and internal/external stakeholders.
2. Represent the chairman in interactions with board members, association members, and external partners when needed.
3. Collect and summarize reports and activities of the executive operational leaderships.
4. General semestrial reports to the board committee including processes and basic evaluations of the operation performances
5. Bridging and interface role in organization and information between board directors and executive operation leaderships.
6. Facilitate and accelerate communication between the chairman and other departments or committees.
7. Screen and prioritize communications on behalf of the Chairman, board director and executive operation team

• Data & Information Management:

1. Organize and maintain confidential data and information with the utmost integrity.
2. Centralise and gather all registration, administrative documents as well as internal reports.

• Event Management:

1. Assist in planning and organizing events, conferences, or trips involving the chairman and executive team.
2. Manage travel arrangements, including booking flights, accommodations, and itineraries.
3. Support high-level events and meetings, ensuring smooth execution and flawless hospitality for attendees.

• Calendar Management:

1. Effectively manage the Chairman’s busy schedule and coordinate meetings, conferences, and travel arrangements.
2. Prepare agendas, meeting minutes, and follow-up action points.
3. Ensure the chairman is well-prepared for all meetings by providing necessary information and materials.

• Communications:

1. Oversee emails, calls, and other correspondence, and draft professional and polished documents on behalf of the Chairman.
2. Organize and prepare documents, reports, and presentations for meetings.
3. Maintain records, files, and databases relevant to activities.
4. Assist the data management and marketing team in producing and proofreading highly presentable quarterly and annually reports.
5. Enhance communication and collaborate with the leads of UOSSM countries offices to share necessary resources, data and reports.

• Research & Analysis:

1. Conduct human organisation’s market research, statistics, gather relevant data, and provide insightful reports and recommendations to support the Chairman’s decision-making process.
2. Review and summarise reports that the board of directors need including annual and quarter reports, financial reports, third party monitoring report, auditor reports, OCA reports and projects’ reports whether internal one or from third parties.

• Generate new values:

Generate new intellectual values, like: high professionalism, digital processes management oriented, transparency, and proactive trouble-shouting and agile achievement with proudness into the UOSSM and outside through social media.

Qualifications

• Bachelor’s degree in business administration, communications, or a related discipline
• Excellent written and verbal communication skills in English and Arabic (French is a plus) to convey information professionally, promptly, and accurately
• Efficient with managing time, prioritizing tasks, and streamlining workflows to meet deadlines
• At least 3 years of experience in an administrative or executive assistant role
• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint), email management, and scheduling tools
• Having a high level of emotional intelligence will help them handle sensitive situations and conflicts, and build strong relationships with other employees and clients
• Cultural Sensitivity: Being culturally sensitive and aware of different communication styles and customs is important in maintaining positive relationships with people from diverse backgrounds.
• Proactive Planning: Anticipating the chairman and board directors’ needs and potential challenges.

What We Offer

As part of our committed team, you will enjoy:

• Competitive compensation package commensurate with experience.
• The chance to work closely with visionary leaders and organisation experts.
• A collaborative and inclusive work culture that values your contributions.
• Opportunities for professional development and growth within the organization.

Duration

The contract is offered for one year, and includes the first two months as a trial period-Prpbation period during which both parties are entitled to end the contract without reason.

The contract is renewable based on a written agreement between both parties

Important Information

UOSSM International is an equal-opportunity employer that actively promotes diversity to strengthen its global impact. UOSSM is committed to fostering a respectful and psychologically safe environment, ensuring equal employment opportunities for everyone. Discrimination based on various factors such as race, color, gender identity, religion, age, sexual orientation, national or ethnic origin, disability, and marital status is strictly prohibited in all locations where they operate.

Also, UOSSM staff commitment to:
1. Safeguarding people within our programs from exploitation, abuse, and sexual harassment
2. At all times, we must treat the local population with respect and dignity.
3. Sexual exploitation and abuse are unacceptable behavior and prohibited conduct for all personnel.
4. Our selection process includes rigorous background checks and reflects our commitment to Work standards.
5. All the staff sign the child protection commitment document.
6. Carry out the duties and responsibilities according to UOSSM Health and Safety procedures.
7. UOSSM does not charge a fee at any stage of the recruitment process.UOSSM International is an equal opportunity employer that actively promotes diversity to strengthen its global impact. UOSSM is committed to fostering a respectful and psychologically safe environment, ensuring equal employment opportunities for everyone. Discrimination based on various factors such as race, color, gender identity, religion, age, sexual orientation, national or ethnic origin, disability, and marital status is strictly prohibited in all locations where they operate.