Executive Secretary

About the Role

The White Helmets is seeking an experienced Executive Secretary to provide comprehensive administrative and organizational support to the Executive Director. The successful candidate will be responsible for managing the Executive Director's schedule, handling correspondence, maintaining office systems, and supporting event planning and meeting logistics.

Key Responsibilities

- Manage the Executive Director's calendar, schedule meetings, and organize appointments.
- Prepare and format documents and reports for the Executive Director.
- Handle incoming and outgoing correspondence, including emails and direct them to the appropriate departments.
- Maintain accurate records, filing systems, and databases for the Executive Director's office.
- Assist in organizing meetings, including preparing agendas, taking minutes, and distributing documentation.
- Process and track invoices, expense reports, and reimbursements for the Executive Director's office.
- Perform general clerical tasks such as photocopying, scanning, and mail distribution.
- Assist with travel arrangements and bookings for the Executive Director.
- Maintain office supplies and ensure that the Executive Director's office is organized and well-functioning.

Requirements

- Post-secondary diploma or certificate in office administration or a related field.
- 1-3 years of administrative or secretarial experience.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills in English.
- Conversational level in Arabic is required. French is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to multitask and prioritize daily workload.
- Professional attitude, discretion, and the ability to maintain confidentiality.

How to Apply

If you are interested in applying for this position, please fill out the application form and attach your CV and a covering letter explaining your background, suitability for the role and interest in what we do. The White Helmets is committed to diversity and inclusion within its workforce, and encourages all applicants, irrespective of gender, nationality, religious and racial/ethnic background, as well as persons with disabilities, to apply to become a part of the organization, where all persons are treated fairly, with dignity and respect.

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