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Executive Assistant to the Director and President

About ENoLL

The European Network of Living Labs (ENoLL) is an international organization connecting and promoting Living Labs worldwide. Living Labs are real-life innovation environments fostering user-driven solutions in sectors such as health, environment, digital transformation, urbanization, and social inclusion. As a central hub for global knowledge sharing, capacity building, and collaboration, ENoLL brings together a diverse community dedicated to impactful, innovation-driven change.

Job Overview

We are seeking a highly motivated, responsible, and detail-oriented Executive Assistant to provide critical administrative, operational, and office management support to both the Director and the President of ENoLL. Working in a multicultural, flexible, and fast-paced environment, this role will support the leadership with day-to-day administrative needs, assist with mission organization, and handle selected office duties. The ideal candidate will be proactive, adaptable, and comfortable managing multiple responsibilities with a commitment to professionalism and confidentiality.

Key Responsibilities

Executive Support to the Director:

  • Provide top-tier administrative support to the Director and President, managing their calendars, scheduling meetings, and coordinating meeting logistics.
  • Act as a reliable point of contact for internal and external communications on behalf of the Director and President, ensuring a high level of discretion and confidentiality.
  • Prepare, proofread, and organize materials, presentations, and reports for meetings and events.

Mission & Travel Coordination:

  • Organize and coordinate travel arrangements for the Director and President, including booking flights, hotels, and local transportation.
  • Prepare comprehensive travel itineraries and ensure all required documents, visas, and logistics are in place.
  • Manage and report expenses related to travel, preparing timely and accurate reimbursement reports.

Office Management:

  • Serve as the primary contact for the co-working space, coordinating any office-related needs and maintaining a functional workspace.
  • Oversee office supplies, handling restocking and vendor management as necessary.
  • Maintain a budget for office expenses, ensuring efficient allocation and tracking to support operational needs.
  • Assist in organizing team activities, including small events, workshops, or gatherings, and ensure smooth logistics for in-office and remote attendees.

Cross-Functional Support:

  • Provide support to the Director and President for cross-functional projects, as needed, liaising with internal teams to ensure timelines and priorities are met.
  • Coordinate with staff across various departments to support leadership goals and help streamline workflows.

Documentation:

  • Maintain organized digital records, files, and documentation, ensuring quick retrieval for leadership needs.
  • Track important deadlines, follow up on action items, and provide timely reminders for the Director and President.

Requirements

  • Education: Bachelor’s degree in Business Administration, Communications, Office Management, or a related field.
  • Experience: Minimum of 3-5 years of experience in an Executive Assistant or Office Management role, preferably in an international or multicultural organization.
  • Skills:
  • Strong organizational skills, with a proactive approach to multitasking and a high level of attention to detail.
  • Ability to work independently in a dynamic, flexible environment.
  • Excellent written and verbal communication skills in English (additional EU languages are a plus).
  • Proficiency in Microsoft Office Suite,
  • Cultural awareness and interpersonal skills, with the ability to work effectively with diverse, international teams.

Why Join ENoLL?

  • Impactful Work: Contribute to projects with a meaningful societal impact across global sectors.
  • Flexible Work Environment: Enjoy a positive, inclusive workplace that values work-life balance and personal growth.
  • Multicultural Team: Collaborate with an international, multicultural team dedicated to innovative change and diversity.

Application Process

Please submit your resume and a cover letter detailing your relevant experience and why you are interested in joining ENoLL. Applications should be sent to application.assistant@enoll.org with the subject line “Executive Assistant to the Director Application – [Your Name]”.

Application Deadline: 4 December 2024

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