MAJOR DUTIES AND RESPONSIBILITIES

Manage schedules in such a way that the Chief COD is able to complete his obligations in an organised, efficient way

Manage a highly complex calendar spanning multiple time zones, navigating limited availabilities, shifting priorities and sensitive, high-level commitments. Ensure optimal scheduling by anticipating constraints, coordinating across global offices, and maintaining accuracy, discretion and responsiveness in all planning.

Anticipate needs and provide high-level, tailored administrative support to the Chief COD including research, answers, screens and follow-up on inquiries and multiple incoming issues and concerns addressed to the Chief COD, including those of a sensitive or confidential nature;

Provides precise execution of administration support for meetings and conferences including structuring the agenda of meeting, facilitation and coordinating travel arrangements, if required, taking notes and preparing all relevant documents and organising the work streams for the Chief COD;

Manages special projects in close relationship with the Chief COD’s agenda independently. Prioritise and lead multiple projects at a time, and follow through on issues in a timely manner;

Supports relevant high level global executive committees, such as the Audit, Risk and Compliance Committee, Finance and Investment Committee, Network Conservation Quality Committee, Network Development Committee, Quality Assurance Committee, relevant Communities of Practice etc.;

Coordinate internal and external meetings including but not limited to team meetings, staff meetings, all hands meetings, off-site meetings, one-on-one meetings, etc.;

Emails, edits correspondence, reports and documents and creates spreadsheets and presentations based on familiarity with subject matter, and refers others to appropriate staff member or department;

Organises international travel/accommodation, including negotiating fares, visas, costs, air-mile/CO²calculations and itineraries;

Partner closely with executive assistants across the whole organisations to plan and execute meetings and global events;

Oversees budget and manages Chief COD's expenses (Oracle) and makes sure expenses of Chief COD's direct reports are approved and submitted in a timely manner;

Undertakes other tasks as assigned and carries out duties relying on own initiative and independent action to assist with scheduling and completing work assignments.

PROFILE

Required Qualifications.

Secretarial/Administration diploma from a commercial college or equivalent. At least 5-7 years’ relevant experience as executive assistant/secretary to high level executives.

• Manage schedules in such a way that the Chief COD is able to complete his obligations in an organised, efficient way
• Manage a highly complex calendar spanning multiple time zones, navigating limited availabilities, shifting priorities and sensitive, high-level commitments. Ensure optimal scheduling by anticipating constraints, coordinating across global offices, and maintaining accuracy, discretion and responsiveness in all planning.
• Anticipate needs and provide high-level, tailored administrative support to the Chief COD including research, answers, screens and follow-up on inquiries and multiple incoming issues and concerns addressed to the Chief COD, including those of a sensitive or confidential nature;
• Provides precise execution of administration support for meetings and conferences including structuring the agenda of meeting, facilitation and coordinating travel arrangements, if required, taking notes and preparing all relevant documents and organising the work streams for the Chief COD;
• Manages special projects in close relationship with the Chief COD’s agenda independently. Prioritise and lead multiple projects at a time, and follow through on issues in a timely manner;
• Supports relevant high level global executive committees, such as the Audit, Risk and Compliance Committee, Finance and Investment Committee, Network Conservation Quality Committee, Network Development Committee, Quality Assurance Committee, relevant Communities of Practice etc.;
• Coordinate internal and external meetings including but not limited to team meetings, staff meetings, all hands meetings, off-site meetings, one-on-one meetings, etc.;
• Emails, edits correspondence, reports and documents and creates spreadsheets and presentations based on familiarity with subject matter, and refers others to appropriate staff member or department;
• Organises international travel/accommodation, including negotiating fares, visas, costs, air-mile/CO²calculations and itineraries;
• Partner closely with executive assistants across the whole organisations to plan and execute meetings and global events;
• Oversees budget and manages Chief COD's expenses (Oracle) and makes sure expenses of Chief COD's direct reports are approved and submitted in a timely manner;
• Undertakes other tasks as assigned and carries out duties relying on own initiative and independent action to assist with scheduling and completing work assignments.

• High-level administrative support
• Calendar management across multiple time zones
• Research and information gathering
• Meeting and conference coordination
• Travel arrangement and logistics
• Project management
• Budget and expense management
• Correspondence and document editing
• Spreadsheet and presentation creation
• Discretion and confidentiality
• Initiative and independent action

• Secretarial/Administration diploma from a commercial college or equivalent.