Greenpeace Mediterranean is looking for Executive Assistant!

Greenpeace Türkiye

Istanbul, Turkey

Full time

Dec 1

This job is no longer accepting applications.

Job Title Executive Assistant

Organisation GP Mediterranean Turkey

Department ED Office

Reports to : Executive Director

Greenpeace Mediterranean is one of the leading environmental & social actors in the region with a proven history of change making. Greenpeace Mediterranean is now on the edge of a new era to increase its impact and reform itself to be more active, effective and efficient through people power and building a more wholesome, ambitious climate movement.

The Executive Assistant position opens a door for a career opportunity for professionals who are willing to use their skills for the benefit of the world. 

This is a position that is for people with extraordinary organizing and time management skills, constant learner and proactive problem solver personalities and a meticulous attention to detail. 

Purpose of the Job:

To support the Executive Director (ED) and her/his management team with day-to-day business in order to facilitate the effective execution of the work and enable his/her to lead and manage the organisation to deliver it’s agreed objectives.

Main Responsibilities:

1. Executive Director Support 60% 

The Executive Assistant’s main responsibility is to ensure proper support is provided to the Executive Director when managing the organization towards its objectives and goals. Due to the changing pace of the global non-profit environment, EA is responsible for ensuring the best possible use of ED’s time and resources. The EA is responsible for building and maintaining the systems to ensure the mentioned results including the main areas mentioned below:

  • Organization and Coordination of ED’s Agenda

Managing ED’s workflow and the yearly, monthly and weekly calendar planning. Planning ED’s scheduling including agendas, mail, email, calls, travel arrangements, stakeholder management, and other logistics. Keeping ED’s agenda and work plans up-to-date, well organized with in consideration of long term goals and recurring duties and fast paced working environment. Ensuring the needs, goals and objectives of the ED, EDO and organization is reflected in the calendar and well planned. ED’s time is properly organized to achieve his objectives, goals and tasks. Keeping the ED’s work-life balance and needs in consideration. 

Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives.

  • Support to ED

Supporting ED to prepare for the meetings and providing necessary information such as memos, meeting minutes, financial statements etc. before the meeting. Providing summary if needed. Ensuring ED is well prepared with a timely plan for annual executive events such as Board Meetings. 

Performing administrative and office support, such as typing, dictation, spreadsheet creation. Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives. 

Supporting preparation of presentations in coordination with relevant departments.

  • Meetings

Arrange and coordinate all aspects of internal and external meetings on behalf of the ED; ensure efficient recording, dissemination of information and follow up. Prepare requisite details pertaining to external meetings by liaising with relevant people at external organizations regarding timings, agenda and other logistics.

  • ED Travel

Organise all aspects of the EDs travel, including visa application and liaison with external agencies, NROs and other host organisations regarding logistics as required, ensuring ED’s travel is communicated effectively to all concerned in order ensure smooth transit and that time spent traveling is fully utilised.

2. Board and Governance Responsibility 20%

  • Board Responsibility

Keeping Board members informed and comply and send the reports prepared by departments and approved by ED. Preparing the Board Meetings, online and offline including logistics, administration, planning. Taking the Board minutes and getting approval. Ensuring the Action Points are followed up and reminded to the Board members and relevant stakeholders in a timely manner. Following up any matter related to the Board.

  • Legal & Administrative

Managing all administrative and legal matters of legal entities of the organization with consultation to the internal and external experts. Ensuring all administrative practices are in line with the laws and regulations. Following up with legal consultant(s) and coordinate when necessary.

3. Coordinating the EDO 15%

  • Administrative systems

Maintain administrative systems – including financial and human resources administration as required (specifically for ED and Board members) – and ensure effective access to up-to-date information for the ED and Board members.

  • Information dissemination

Monitor and disseminate relevant incoming information and maintain an updated and informative internal website for the ED, Management and the Board, ensuring that information on key issues is clear, concise and up to date at all times. 

  • Communication

Act as first point of contact for internal and external queries/requests to the ED, keeping well informed of organisational developments in order to filter communication to and from the ED and the Management Team.

  • Archiving System

Maintain the current archiving systems for ED Office, Governance, Board and Management Team and always monitoring for system updates. Manage systematic archiving of all correspondence attached to governance procedures in line with constitutional requirements and within agreed timeframes.

  • Archiving System

Maintain the current archiving systems for ED Office, Governance, Board and Management Team and always monitoring for system updates. 

4. Other Duties 5%

Ad-hoc duties or small projects as requested by the ED in order to facilitate smooth operations within the ED sphere of responsibility.

Any other duties given by the line manager within the scope of the position requirements.

Skills and Qualifications:

Expected:

  • 5 years working experience with at least 1 years’ experience working in a similar position, providing administrative support at Executive level.
  • Written and spoken fluency in Turkish and in English
  • Experience with management information systems 
  • Project management, coordination, logistical skills and experience
  • Sound knowledge of paralegal skills 
  • Archiving experience 
  • Experienced in Office (Word, Excel, PowerPoint, Outlook)

Desired:

  • 3 years’ experience working in a similar position, providing administrative support at Executive level.
  • Experience with budget monitoring 
  • Paralegal experience 
  • Experience working with an NGO or international organisation

Competencies:

  • High level of organizational skills is the most important competency for this position and must be proven.
  • Proactive approach, and experience working in a fast-paced environment with multiple priorities.  Ability to think, plan and organize under pressure and to set deadlines.
  • Strong interpersonal skills: a confident communicator, able to exercise influence, discretion and confidentiality as needed. 
  • Relationship building: able to build and manage relationships with other departments and within the organization 
  • Commitment to Greenpeace’s core values in response to environmental and peace issues through non-violent direct action-led campaigning in line with its mission.
  • Integrity
  • Concern for order and quality
  • Teamwork and cooperation
  • Achievement Orientation
  • Planning and Organizing
  • Adaptability
  • Effective, appropriate and transparent communication
  • Conceptual Thinking
  • Impact and influence
  • Creating a positive climate
  • Initiative
  • Accountability

Commitment to Diversity: Greenpeace welcomes and values diversity of people, cultural experiences and perspectives. Through our campaigning, we create solutions that promote environmental sustainability rooted in social justice. Our mission is to create a diverse and inclusive work environment that is a reflection of the global campaigns and missions that we champion.

Please send your application to dyilmaz@greenpeace.org with your cover letter. The deadline is 12 December 2021

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