Executive Assistant
Location: IB (International Baccalaureate®) Global Centre, The Hague - The Netherlands (primary location)
Location: IB (International Baccalaureate®) Global Centre, Cardiff - United Kingdom (secondary location)
Salary range 45.777 EUR - 62.943 EUR annually (The Netherlands)
Salary range 29.886 GBP - 41.093 GBP annually (United Kingdom)
Job Type: Full-Time, Permanent position
No relocation package, allowed to work in The Netherlands or United Kingdom (no sponsorship work permit).
About the IB
If you're looking to work for a global organisation with a meaningful mission, and with colleagues all over the world, then the International Baccalaureate® (IB) may have the ideal opportunity for you! The International Baccalaureate provides world-class educational services to over 5,500 schools across 159 countries. A career at IB is not just a job; it’s an opportunity to work with an innovative world leader in education services and contribute to our 50-year mission of creating a better and more peaceful world.
About the job
The IB is transforming how it does technology delivery through the implementation of a new operating model: the Technology Playbook. The Executive Assistant will support the Chief Office and the Digital Office Leadership Team in this new journey.
The post holder is expected to understand the IB’s mission and strategy and the Executive Team’s (ET) functional responsibilities and their EAs’ responsibilities, to be able to work together with them and gain their professional respect.
The Executive Assistant provides executive and operational support to the Chief Officer in their day-to-day office activities. This position also serves as the primary point of contact for all internal and external stakeholders on all matters within the area of the executive, enabling the Chief Officer to function as effectively and efficiently as possible.
The post holder provides proactive and professional support to the Chief Digital Officer by ensuring that the Education Office runs to high standards.
This position requires flexibility and willingness to work across time zones as the IB has Global centers in Singapore, The Hague (The Netherlands), Cardiff (The UK), Washington DC (US) and Geneva (Foundation office - Switzerland). This position is required to support the Chief Digital Officer whenever required often across time zones.
Role and responsibilities
1. Provide executive and operational support to the Chief Officer in their day-to-day office activities:

• Act as point of contact between the Chief Officer and internal / external stakeholders
• Coordinate complex scheduling and managing of the calendar; manages any deadlines and schedules for Chief Officer to ensure there is enough lead time for deliverables
• Responsible to manage travel arrangements for the Chief Officer for business-related travel
• Handle business correspondences, reports and ensure strict confidentiality of all materials
• Responsible to organize and prepare for meetings, attending to logistics of meetings and taking minutes and follow up on actions required
• Responsible for processing expense claims and maintaining accurate expense records for the Chief Officer
• Responsible to obtain and organize information required, take minutes for meetings and follow up on actions required (e.g. Education Office Heads meetings) and follow up on actions agreed.

2. Work with leaders in Digital Office to manage the flow of information using appropriate channels.

• Gathers, compiles and composes information from various sources and systems, verifies and analyses the information for use in documents such as emails, letters, memos, reports, speeches, presentations speeches, presentations and news releases
• Maintains (digital and paper if appropriate) archives, filing correspondence, documentation and files, including confidential and sensitive material
• Supplies and gathers information, at the request of the Chief Officer, to and from others, including external bodies.
• Gathers and composes preparatory files for meetings, takes minutes if appropriate, distributes information and initiates follow-up based on agenda or minutes.
• Co-ordinates the production and posting of the weekly Digital Office Cascade (newsletter) on Share Point.

3. Manage logistics for Digital Office participation in Executive and Board meetings

• Contribute to the drafting of agendas for Executive and Board meetings.
• Coordinate the compilation of papers submitted to Executive and Board committee.
• Ensure all papers are complete for meetings and despatched in time.

4. Responsible for tracking and monitoring the Digital Office budget

• Ensure all invoices and credit card statements are allocated correct budget codes.
• Keep finance updated of any changes to the signatory authorization structure.
• Support the coordination the budget submission.

5. Organization of Digital Office events and meetings

• Plan and schedule Digital Office town hall meetings based on the requirements of the Chief Officer.
• Provide administrative support for the Digital Office Leadership Team meetings, to include scheduling, minutes, circulation of papers.

About you

• Proven experience in an administrative role supporting the upper management / executive; prior experience as an Executive Assistant
• Experience working in an international / global organization and/or with senior leadership team
• Diploma / bachelor’s degree in business administration related
• Readiness to accept various assignments and responsibilities
• Excellent computer skills and proficient with office productivity tools (e.g. Microsoft office 365)
• Excellent organizational and time-management skills and ability to pay attention to detail
• Excellent writing and proofreading skills
• Exceptional communication skills
• Excellent written and spoken English

In addition to your salary, we offer an attractive range of benefits (NL) including:

• Employer pension contribution
• 25 Days annual leave, plus public holidays, with the choice to buy up to 5 days additional annual leave
• Flexible working hours
• Excellent continuous professional development
• 1.5% Flexible benefits allowance

Applications will be accepted until 13 October 2024.
We are committed to building a working environment that values respect, diversity, and compassion. The International Baccalaureate is proud to be an equal opportunities employer and we welcome applications from all suitably qualified applicants.