Executive Assistant

Executive Assistant, Jerusalem– National position 

 Position type and closing date 

Full time position, National Position. 

Location: Based in Jerusalem 

Reports to: Chief Executive Officer  

Closing date for applications:30/04/2023  

Applicants are required to uphold the core values of our organization. 

The Augusta Victoria Hospital (AVH) is a medical center of excellence that has been providing healthcare services and other health programs for about 70 years to Palestinians, including refugees from throughout the West Bank and Gaza. AVH, a program by the Lutheran World Federation, serves patients regardless of race, religion, ethnicity, age, gender, sexual orientation, or political conviction, without discrimination or favoritism; It is a modern tertiary care facility that serves the most disadvantaged patients from Gaza and the West Bank and has a special historic relationship with the United Nations Relief Works Agency (UNRWA) for Palestine Refugees 

For additional information, please see www.lutheranworld.org/World Service.  

Terms of Reference 

 Main outcome of the role: 

AVH seeks an experienced Executive Assistant who will provide quality administrative support to the CEO. The executive Assistant will have the ability to think proactively and respond quickly and efficiently and must possess strong administrative, written  and verbal English and Arabic language communications, and organization skills, with the utmost discretion and composure. 

In addition to the Executive assistant’s primary responsibilities of providing administrative and logistical support for the CEO, This position will ensure the smooth functioning of the office, including Senior Management. Flexibility, initiative, and demonstrated capacity to work independently are necessary to succeed. 

Key Relations: The executive assistant reports directly to the CEO. This position works closely with AVH staff, Advisory board, Administrative staff, LWF representative, and a variety of external stakeholders.  

Duties & Responsibilities: 

 Participate in meetings, conferences, tele-conferences upon request . 

• Communicates directly on behalf of the CEO, with board members, donors, foundation staff, and others, on matters related to CEO programmatic initiatives. 
• Researches, prioritizes, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.  

• Supports and enables smooth communication between the CEO’s office and internal divisions, demonstrating leadership to maintain credibility, trust, and support with all staff. 
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. 
• Support to provides leadership to build relationships crucial to the success of the Hospital, manages a variety of special projects for the CEO, some of which have organizational impact. 
• Support prioritizes conflicting needs; handles priorities expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 

Board Support and liaison 

 Serves as the CEO’s administrative liaison to Advisory Board. 

• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. 
• Support the CEO in preparing reports and work plans to be submitted to governance bodies. 
• Senior Management liaison. 
• Participates as an adjunct member of the Executive team including assisting in scheduling meetings and attending all meetings as assigned. 
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings. 
• Overall management and coordination of all board gathering with the CEO. 

• Produces information by transcribing, formatting, inputting, editing all meeting notes including board minutes. 

   Strategic Initiatives  

• Work with the Strategic Initiatives team in coordinating the CEO’s outreach activities. 
• Follows up on contracts made by the CEO and supports the cultivation of ongoing relationships. 
• Maintains professional and technical knowledge by attending educational workshops. 
• Contributes to team efforts through participation in working groups. 

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Required Qualifications, Skills and Experience

• Master’s degree in a relevant field.
• At least with 3- 5 years of recent and relevant experience particularly in office management and senior leadership, preferably in a Hospital setting or a non-profit organization.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of patients service and response.
• Strong organization and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Highly resourceful team- player, with ability to work independently and collaboratively under pressure, meet tight deadlines, and demonstrate flexibility and creativity in planning and problem solving.
• Ability to build credibility and trust with departments and staff and work effectively with them.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Ability to be flexible in a changing work environment.
• Knowledge of the healthcare industry, including an understanding of hospital operations or alternate care providers is a plus.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, Google Suite, and number of online productivity platforms, social Media web platforms. Quick to learn new platforms.
• Excellent written and verbal communication skills.
• Fluency in English and in Arabic. Hebrew is a plus.
• Valid Driving License.
• Respect, Promote Ethical Values and human rights. In addition to Maintain professional relationships and act as guides and advocates.

Selection Process

Short listed applicants shall be subjected to a pre-employment written assignment. Those who pass the assignment shall be qualified to the interviews. Short listed candidates will be contracted only.

The Lutheran World Federation (LWF) is a global communion of 148 churches in the Lutheran tradition, representing 75.5 million Christians in 99 countries. LWF World Service works in 25 countries in Africa, Asia, the Middle East, Latin America and the Caribbean.  LWF Jerusalem program has served the Palestinians in Jerusalem, West

Interested and qualified candidates can apply online through Apply Now-button below