Executive Assistant, CI Europe and Global Public Partnerships

Apply now
Clock icon

Executive Assistant, CI Europe and Global Public Partnerships

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Brussels, Belgium

Conservation International (CI) is looking for a dynamic and proactive Executive Assistant (EA) to support the achievement of CI’s objectives in Europe, as part of a growth process in Europe and the expansion of partnerships with key European stakeholders. The EA will work closely with the CI Europe & Global Public Partnership (CIE-GPP) leadership team and particularly with the CIE-GPP Senior Vice-President (SVP) to support the coordination and planning around internal and external meetings of the division. The EA will help manage the sharing of information between the CIE team members and with the various relevant teams within CI. The EA will also manage the leadership team’s calendar and their external engagement.

The EA will need to be able to deal with changing circumstances and priorities in a fast-paced and multicultural environment and should be a strong team player. Working in a large and diverse organization, there are plenty of opportunities to get involved in cross-team issues, and the coordinator will be expected to make an active contribution to supporting the effectiveness and well-being of the team.

RESPONSIBILITIES

Coordination of CIE-GPP division operational rhythm to support team collaboration and cohesion:

  • Lead, prepare, organize, and coordinate the CIE-GPP division meetings and Europe anchor days (monthly meetings, quarterly meetings, Europe anchor days and annual retreat, including gathering documents and attending to logistics of meetings).
  • Coordinate weekly team bullet points and prepare CIE-GPP weekly memos.
  • Coordinate and update CIE-GPP KPI Scorecards on a monthly basis.
  • Regularly update and maintain the CIE-GPP team calendar with all relevant information (internal & external).
  • Coordinate weekly CIE-GPP cluster lead meetings, including follow-up on action items.
  • Monitoring and follow-up on action items from team meetings.

SVP support

  • Keep SVP advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Determine priority of matters of attention for the SVP; redirect matters to staff to handle, or handle matters personally, as appropriate.
  • Coordinate and information gathering in preparation for SVP presentations/speaking notes in key events.
  • Managing the SVP calendar and scheduling, including making appointments and prioritizing the most sensitive matters.
  • Submit SVP timesheets at the end of each month.
  • Coordinate travel logistics (booking accommodation, travel, etc.).
  • Submit travel expenses for SVP in a timely manner.

Other general support

  • Support logistics and coordination for some key events in Europe, including on-site support.
  • Support coordination of senior staff visits in Europe.
  • Support HR recruitment and onboarding by coordinating interview schedules for candidates in addition to onboarding scheduling and reference checks for new employees.
  • Routinely perform a wide variety of other support duties as assigned by the supervisor.

WORKING CONDITIONS

  • The position will require occasional travel mainly in Europe (less than 10%).
  • Candidates should be EU nationals or have a valid work permit for Belgium.
  • This position follows a hybrid work structure, working some days from the office and some remotely. Guidance will be shared during the interview process.

QUALIFICATIONS

Required

  • A Bachelor's degree or equivalent combination of education and experience.
  • 2 to 4 years of relevant work experience.
  • Experience and strong interest in executive support work.
  • Very proactive and able to interpret and anticipate needs.
  • Strong organizational skills, time management, and ability to prioritize.
  • Full professional proficiency in English, both written and verbal.
  • Strong focus on customer needs and stakeholder management.
  • Detailed oriented.
  • Strong team player and ability to build relationships, in person and remotely.
  • Proficient user of Microsoft tools (Word, Excel, PowerPoint, SharePoint, Teams, and Outlook).

Preferred

  • An interest in environment/climate change/development.
  • Work experience in an NGO or trade association.
  • Good command of French, German, or another European language.

To apply for this position please submit a resume and cover letter.

Application Deadline: February 16, 2024 (11:49 PM EST)

See all Conservation International Career Opportunities HERE

Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.

As a science-based organization, CI follows CDC recommendations for COVID-19 and other vaccines. Accordingly, for the health and safety of our employees, their families, and our community, subject to applicable local law, all Conservation International staff are expected to be vaccinated against COVID-19. However, vaccination is no longer a mandate or condition of employment and employees are not required to provide proof of vaccination. This means we will not require an individual to be vaccinated to enter a CI office, attend CI events or travel on CI-related trips. This applies for our community partners as well. This vaccine expectation applies to all team members working remotely, in a hybrid work arrangement, and on-site. Job applicants are NOT required to state their COVID-19 vaccine status in their application.