The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

JOB OVERVIEW

Executive Assistant is the Senior Officer in Support Services responsible for a wide range of administrative and support services for the Ukraine Senior Management Team (SMT) comprising of 6 members. He/She will maintain excellent management and communications systems to enable the Ukraine Senior Management Team to perform at the highest possible levels. The position reports to the Country Director and works closely with all other SMT members. Position would be based in Kyiv, but may entail travel to other IRC field office locations in Kharkiv, Dnipro, and Odesa to provide support to SMT members as needed.

KEY RESPONSIBILITIES

Administrative

• Organize all meetings where an SMT member is an initiator and an organizer, including coordinating and setting agendas, taking notes and following up on action plans as required.
• Follow up on travel details, visas, temporary residency permits, powers of attorney and other documents as may be required, accommodations, shipment of personal belongings for SMT members upon their arrival to the CP and/or upon departure, or in connection with their assignment in Ukraine.
• Provide assistance with organizing business trips for SMT members, including follow up the administrative department with booking tickets, accommodation, prepare TAF, TER for SMT members.
• Coordinate schedules for visitors to CP and provide logistics support as may be requested.
• Help with organizing events, including quarterly SMT and ESMT meetings, including booking venues and ordering catering in coordination with Supply Chain/Administrative department, preparing agenda, ordering stationary and required materials, etc.
• Be ready to perform and assist with other administrative tasks at the request of an SMT member.

Communications

• Help with drafting internal or external communication on behalf of an SMT member.
• Translate email communication into English or/and Ukrainian languages, ensure proofreading of translated emails before sending on behalf of an SMT member.
• Provide in-person interpretation into English for SMT members if needed at meetings or events that take place in Ukrainian language.
• Professionally and diplomatically represent IRC internally and externally when needed.
• Maintain and update the country program’s (CP) external contact list as well as the internal CP mailing lists, including update of contacts in People Director and updating emailing groups, Teams chat groups.
• Support in preparation of presentations, reports as requested by an SMT member.

Project Management

• Identify gaps and manage systems/process improvement to enhance the efficiency of country inter-departmental work.
• Under the direction of the Ukraine Country Director, assist with other departmental needs and special projects.

Key Working Relationships:
Position Reports to: Country Director
Position directly supervises: N/A
Internal:

• Ukraine Country Director and all Ukraine CP Senior Management Team members
• Frequent contact ESMT, Field Coordinators, HR, Supply Chain and Administrative Teams

Job Requirements:

Education: Bachelor’s degree in Business Administration, Marketing, International Relations or any related field.
Work Experience: 3-4 years of experience in a similar role, preferably working in INGO environment

Demonstrated Skills and Competencies:

• Strong communication and interpersonal skills: demonstrated ability to work effectively across and within a large, complex organization, both laterally and vertically, and diplomatically communicate with a variety of people in a multi-cultural environment;
• Excellent organizational skills: the ability to work independently in a fast-paced, detail-oriented environment and efficiently organize the workflow of a fast-paced team; experience of working in a matrix structure is preferred;
• Critical Thinking and thinking out of the box;
• Proven attention to details: the ability to track and process multiple details simultaneously and accurately;
• Flexible work attitude: the ability to work productively in a team environment and independently; be adaptable to changes and uncertainty;
• Trustworthy with an ability in maintaining confidential information;
• Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, Power Point, and to adapt to new applications.
• Strong visual skills: the ability to assist with preparation of charts and graphs in Excel and Power Point;
• Solid writing and editing skills: the ability to draft and edit professional documents and correspondence in both English and Ukrainian;

Language: English and Ukrainian language proficiency is a must.

IRC employees are eligible to the following benefits:

• Competitive salary
• Purposeful job and development opportunities
• English classes and unlimited online training courses
• Life Insurance
• Medical insurance for staff and family members
• Free psychological support to employees and their family members
• 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
• Up to 10 days of paid medical leave

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.