Executive Assistant

International Federation on Ageing; Toronto; Hybrid; CAD 57,000 - 75,000; Full time

Job summary

A leading international non-governmental organization seeks a highly skilled Executive Assistant to support the Secretary General. This full-time role involves managing complex schedules, providing administrative and diplomatic support, and coordinating communications with various stakeholders. The ideal candidate will possess strong organizational skills, exceptional communication abilities, and a background in international relations or a related field. This position offers a hybrid work environment and a competitive salary range.

Qualifications

• Minimum of 5+ years of experience as an executive assistant or in a similar high-level administrative role.
• Bachelor’s degree preferred; additional certifications in office management or project management are advantageous.
• Exceptional organizational, communication, and interpersonal skills.

Responsibilities

• Provide comprehensive administrative assistance to the Secretary General.
• Act as a liaison with government officials and international organizations.
• Assist in recruitment processes and maintain employee records.

Skills

Organizational Skills

Communication Skills

Interpersonal Skills

Diplomacy

Education

Bachelor’s degree in international relations, public administration, political science, or a related field

Tools

Microsoft Office Suite

Job description

5 days ago Be among the first 25 applicants

Employment:Full-Time Contract (14-month Parental Leave Contract – with the possibility of an extension)

Note: Hours may vary based on the Secretary General's schedule.

Hours of Work:1.0 FTE - 38 hours per week

SalaryRange: $57,000-$75,000 per annum

Reports to:Secretary General

Location:Hybrid (Remote and In-Office location)

International Federation on Ageing:

International Federation on Ageing (IFA)

The International Federation on Ageing (IFA) is an international non-governmental organization with a membership base of NGOs, the corporate sector, academia, government, and individuals spanning 76 countries.The IFA has formal relations with the United Nations and the World Health Organization.

The IFAs vision is ‘a world of healthy older people whose rights are both protected and respected.’This is inspired through the goal of being the global point of connection of experts and expertise that help to shape and influence policy at all levels of government.

The IFA takes a lead to inform, educate and promote policies and practice to enable and enhance the functional ability of older people within a capability framework through:

·Driving the Agenda for the World’s Ageing Population

·Building, facilitating and strengthening bridges between government, non-government, academia, industry and older people

·Strengthening non-government organizations through collaboration toward a common goal

·Improving the understanding of ageing polices and practice and their impact on the lives of older people

Our Values

Fairness – We endorse the inalienable and inherent rights of all human beings.We work to ensure all older people are treated equitably, and give priority to those experiencing disadvantage

Participation – We forge new ways to ensure older people are engaged in life through formal and informal social, cultural and economic activities.

Respect – We challenge complex behaviours that disrespect the voice, role and place of older people in contemporary society.

Position Overview

We are seeking a highly skilled and motivated Executive Assistant to provide administrative, operational and strategic support to the Secretary General. The ideal candidate will possess exceptional communication skills, strong organizational skills, HR experience, and the ability to manage complex international schedules and navigate complex stakeholder relationships.

The Executive Assistant will work closely with the Secretary General to facilitate the smooth operation of the Secretariat, coordinate international initiatives, and act as a liaison between various stakeholders, including government officials, NGOs, The United Nations, the World Health Organization, and other international organizations. This role requires a strong ability to manage complex tasks, maintain confidentiality, tactful communication, and demonstrate exceptional organizational skills in a fast-paced, dynamic environment. If you are detail-oriented and adept at handling multiple priorities, we invite you to apply.

This job description outlines the key responsibilities and qualifications for the position, but it is not a comprehensive list of all tasks that may be assigned.

Key Responsibilities:

1. Administrative Support:

·Provide comprehensive administrative assistance to the Secretary General, managing calendars, scheduling meetings, and preparing travel arrangements.

·Prioritize tasks and ensure that all deadlines are met in a fast-paced, dynamic environment.

·Organize and maintain critical documentation, reports, and files with attention to detail and confidentiality.

·Manage daily administrative responsibilities such as triaging high levels of email correspondence to the Secretary General, ensuring professional and efficient communication, directing inquiries appropriately, and providing prompt responses to support seamless office interactions.

·Ensure smooth operations and proactively address administrative challenges to support organizational efficiency.

·Support the wider Executive team at the discretion of the Secretary General

2. Diplomatic and International Coordination:

·Act as a liaison with government officials, diplomats, civil society leaders, and representatives from international organizations, ensuring all communications are conducted with diplomacy and cultural sensitivity.

·Support the preparation and coordination of high-level meetings, briefings, minute-taking, and events involving key external stakeholders.

·Manage and coordinate communications and meetings with senior stakeholders in multiple time zones.

·Draft and edit formal documents, including speeches, reports, briefing notes, and official correspondence, ensuring accuracy, clarity, and professionalism.

·Manage and coordinate tasks related to the United Nations system including drafting communication on behalf of the Secretary General for UN agencies, tracking international agendas such as Sustainable Development Goals, and ensuring adherence to UN protocols and regulations.

3. Organizational Support:

·Assist in the recruitment process by coordinating interviews, managing candidate communications, and supporting onboarding processes for new staff and volunteers.

·Maintaining records of employee files, tracking professional development, and assisting with performance review processes.

·Manage logistics for organizational meetings, including training and staff events, and assist with other employee relations tasks.

· Act as the liaison between the Secretary General and the wider staff team

·Support the organization in ensuring adherence to workplace Health and Safety legislation

4. Governance Support:

·Provide comprehensive support to the Secretary General in all governance activities, including meeting scheduling (e.g., Board Meetings, Management Committee, Nominating Committee,), document preparation, minute-taking, and ensuring adherence to governance protocols.

5. Strategic Support to the Secretary General:

·Assist the Secretary General, and other senior executives as directed, in preparing for high-level meetings and global initiatives, including briefing materials and agendas.

·Support the preparation and coordination of presentations for the Secretary General’s meetings with internal and external stakeholders.

·Demonstrate excellent writing skills by producing clear, concise, and diplomatic communication that represent the organization's mission and goals on the global stage.

·Ensure consistency and alignment with the organization's tone, voice, and strategic objectives across stakeholder communications.

·Help maintain relationships with key stakeholders and follow up on action items as needed.

·Manage sensitive and confidential information with the utmost professionalism and discretion, ensuring the protection of proprietary data, organizational strategies, and personnel matters at all times.

Qualifications:

Experience: Minimum of 5+ years of experience as an executive assistant or in a similar high-level administrative role, with a focus on government, civil society, industry, international agencies, academia and thought leaders.Experience working with senior leadership and handling complex communications is essential.

Education:Bachelor’s degree in international relations, public administration, political science, or a related field is preferred.Additional certifications in office management, project management, or HR will be highly regarded.

Skills:

·Organizational Skills: Exceptional organizational and time-management skills, with the ability to manage competing priorities and handle sensitive information confidentially.

·Demonstrates unwavering commitment to confidentiality and professionalism in all interactions.

·Possesses effective interpersonal skills for engaging and communicating with stakeholders at all levels, including government officials, diplomats, and representatives of international organizations.

·Exceptional skills in writing, with ability to draft, edit, and proofread complex documents, including speeches, policy briefs, and official correspondence.

·Experience in organizational processes, including onboarding, employee support, and secure management of confidential employee records.

·Proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with familiarity in project management tools advantageous.

·Knowledge of UN procedures, diplomatic protocols, and international relations is highly desirable.

·Diplomacy and International Experience: Proven track record of working in an international context, managing cross-cultural communications, and navigating diplomatic or sensitive matters.

Personal Attributes:

·Demonstrates a strong attention to detail, ensuring accuracy and a commitment to producing high-quality work.

· Proactive and self-motivated, with a proven ability to anticipate needs and take initiative.

·Maintains composure under pressure and readily adapts to changing priorities.

·Exhibits excellent interpersonal skills, with a focus on building and maintaining positive relationships with stakeholders.

To Apply:

•Please submit a cover letter outlining your experience with the selection criteria and a resume

Other Relevant Information:

Start/End Date: Monday, 4 th August at latest

Self-referral: It is IFA policy that no staff member or contractor shall, under any circumstances, refer work to themselves, their families or other members of their firms.

Travel: This role requires on-site availability.

Applications

Cover Letter and Resume addressed to Mr Gregor Sneddon at [e-mail]

The International Federation on Ageing is an equal-opportunity employer

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations

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