Executive Assistant

Would you like to be part of improving the livelihoods of more than 2 million households and capturing more than 80 million tons of CO2 in the process? We are seeking a passionate and motivated individual to join us in making positive impacts on communities and the environment!

The Organisation

The Global EverGreening Alliance (The Alliance) is an international NGO that coordinates the development and implementation of large-scale land restoration programs.

Its members include World Vision, CARE International, Oxfam, Catholic Relief Services, Conservation International, The Nature Conservancy, the World Resources Institute and The World Agroforestry Centre.

The Alliance was established to create and apply long-term solutions to the global problems of land degradation and climate change. This is done through a collaborative approach with an emphasis on evergreening practices: regenerative farming that integrates trees into crop and livestock production systems of smallholder farms. In June 2022, the Alliance launched Restore Africa, the largest community-based land restoration program in Africa. More than 1,8 million hectares of degraded land will be restored through sustainable land management practices in six countries: Kenya, Tanzania, Zambia, Ethiopia, Malawi and Uganda, improving the livelihoods of more than 2 million households and capturing more than 80 million tons of CO2 in the process.

Position Summary

The Global Evergreening Alliance is seeking a highly professional, proactive, organised and detail-focused Executive Assistant to support the Chief Executive Officer. Reporting to the CEO you will provide high-quality coordination and support in various areas to provide seamless assistance for CEO's day-to-day activities and provide a positive experience for stakeholders. 

Key Responsibilities of the position

• Providing proactive coordination and administrative support to ensure smooth and efficient operations for the CEO day-to-day, including:
  • Actively managing the CEOs calendar, including diarising important dates and making appropriate placeholders.
  • Managing meetings (including board meetings); including the scheduling, preparation and distribution of agendas and documents, minute/note taking and following up on action items.
  • Preparing briefing materials for the CEO in relation to upcoming meetings where appropriate.
  • Actively monitoring and actioning the CEOs emails as required.
  • Coordinating other staff as required in the delivery of tasks and initiatives on behalf of the CEO.
  • Performing finance administration, including the tracking of relevant budget spending.
  • Organising local and international travel, including the preparation of itineraries and supporting the CEO to review travel requests.
  • Maintaining accurate, orderly and up-to-date files/records.
• Proofreading documents to ensure appropriate formatting, styles, grammar and a logical and concise flow.
• Drafting professional, accurate and timely correspondence and documents (including basic reports) to a high standard.
• Assisting the CEO with the development of reports and presentations for stakeholder engagement and conducting follow ups in relation to major investors/donors, members and other strategic engagements. This will include supporting the development of speeches and preparing presentation slides.
• Liaising with internal and external stakeholders to ensure effective and efficient meetings and other organisational matters and acting as proxy for the CEO at relevant meetings as required (including taking notes and keeping track of CEO's action items).
• Acting as a liaison between the CEO and internal external stakeholders (at all levels) by screening communications, responding to queries with tact and diplomacy, taking messages, and where appropriate directing communications to other managers for resolution.
• Anticipating upcoming matters/issues to enable proactive management, including where possible supporting problem solving by recommending solutions to the CEO.
• Proactively reducing the administrative and coordination workload of the CEO.
• If required, occasional travel to support the CEO during work trips/events.
• Contributing to a positive organisational culture and a positive experience for external stakeholders.
• Performing basic research on a range of subjects as requested

Key Selection Criteria

• A minimum of 5 years’ demonstrated experience in providing high level secretarial support and coordination.
• A minimum of 2 years’ demonstrated experience providing high level executive secretarial support.
• Exhibits strong attention to detail and consistently high standards of work.
• Demonstrated ability to use initiative to proactively seek work and identify systems and processes requiring improvement.
• Excellent time management and organisation skills, including the ability to manage priorities and consistently meet deadlines.
• Demonstrated ability to appropriately deal with sensitive and highly confidential information with a high degree of tact, discretion and judgement.
• Excellent interpersonal and communication skills, including the ability to effectively communicate with people in a variety of positions and a variety of backgrounds.
• A ‘can do’ proactive attitude and demonstrated experience working with a high level of flexibility and adaptability in a dynamic and fluid environment.
• Excellent written skills, including the ability to draft professional, accurate and appropriate correspondence and documents.
• Ability to work both independently and in a collaborative environment, including within a diverse team.
• Demonstrated ability to anticipate upcoming matters/issues to enable proactive management and problem solving.
• Proficiency with Microsoft Suite, including Outlook, Word, Excel and SharePoint and willingness to learn new tools.

A tertiary qualification in administration or other relevant training, experience providing secretarial support in an international environment and a keen interest in nature-based land restoration and addressing rural poverty in developing countries would be considered beneficial for this position. 

How To Apply!

Click the ‘Apply’ button to submit an application. Please include your resume and a cover letter clearly addressing the Key Selection Criteria. 
Only candidates who address the selection criteria will be considered for shortlisting. Applications will be reviewed as they are received, only shortlisted applicants will be contacted. 
Please note, you must have the right to work in Australia to apply for this role. 

If you have any questions, please contact peopleandculture@evergreening.org

The Global Evergreening Alliance has zero tolerance for child abuse, discrimination, harassment, and workplace bullying. All staff, including volunteers, are required to sign an acknowledgement and adhere strictly to the organisation’s child protection, safeguarding and other policies. In addition, the successful applicant will need to provide a recent Australian Police Record Check and a current Working with Children Check card.