Executive Assistant to the CEO

Palestine Trade Center (PalTrade) is a non-governmental organization established in 1998.  PalTrade’s purpose is to lead the development of Palestinian Exports as a driving force for sustainable national economic growth. As the National Export Development Organization with membership of more than 200 Palestinian leading businesses, PalTrade advocates a competitive, enabling business environment and is dedicated to improving trade competitiveness through export development, export promotion export policy and advocacy. The Export Development Program is a funded by the Canadian Department of Foreign Affairs,  Trade and Development and is a joint cooperation between PalTrade, International Trade Center (ITC) and the United Nations Development Programme (UNDP).

PalTrade is seeking candidates for the position Executive Assistant to the CEO

Position Title:Executive Assistant to the CEO

Reports to:Chief Executive Officer

Role Summary

The general purpose of this position is to provide executive support in a one-on-one working relationship.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chief Executive. Facilitates and assists the Chief Executive Officer in the coordination, organization and prioritization of both the flow and quality of work and information.


Job Settings
Location: Ramallah
Settings: Office with need to travel occasionally

 

Responsibilities
Complete a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
Provide a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, business correspondence, reports, presentations and others.
Assist board members with travel arrangements, lodging, and meal planning as needed.
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.
Prepare and organize staff management, board of directors and other meetings and take minutes of the meetings and follow up on actions required.
Open, sort, and distribute incoming and outgoing CEO correspondence, including faxes and email.
Maintain an efficient paper and electronic filing system for records, correspondence, and other material.
Other duties as requested by the direct supervisor to ensure the efficient implementation of the department's role.
    

Relationships and Roles
Maintains discretion and confidentiality in relationships with all board members.
Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
Cooperate with all visitors to the CEO's office including member firms, board, donors, staff and others.
Cooperate and facilitate the work of PalTrade's staff.
    

Job Specifications

Experience
5 to 7 years of experience supporting C-Level Executives

Experience in internal and external communications and board relationship
Education
University Degree (B.A.) in business administration
        

Key Competencies
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of member service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Forward looking thinker, who actively seeks opportunities and proposes solutions.


Deadline for receiving CVs and cover letters is Sunday, September 21, 2014. Submit CVs and cover

letters to [email protected] 

Indicate in the subject line which position you are applying.  Only short-listed candidates will be contacted.

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