Program Assistant

About

The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. Our work inspires better decisions and sparks meaningful action to help people and the planet thrive. We shine a light on what can be achieved when governments, businesses, non-profits, and communities come together. IISD’s staff of more than 270 experts come from across the globe and from many disciplines. With offices in Winnipeg, Geneva, Ottawa, and Toronto, our work affects lives in more than 100 countries.

We are currently looking for a program assistant in the Economic Law and Policy Program (ELP), to be based in Portugal, Germany, or the United Kingdom.

 

The Program Assistant will be accountable for delivering comprehensive administrative assistance to the Vice President of Global Strategies and the Managing Director of Europe. Additionally, this role entails aiding the ELP Program in all matters of administration and organization. This person is an extremely efficient and organized multitasker who is looking for an exciting opportunity to work with an outstanding international team.

Responsibilities:

Administrative Support to the VP

• Provide scheduling and calendar support to the Vice President of Global Strategies and Managing Director, Europe.


• Prepare itineraries and make travel arrangements for the Vice President


• Work closely with the Vice President and keep them well informed of upcoming commitments, events, and responsibilities, following up appropriately.


• Complete expense reconciliation and time tracking on behalf of the Vice President.

Program Administration

 

• Support the development and maintenance of Teams groups and SharePoint sites.


• Maintain the program’s distribution lists and contacts database.


• Update and maintain the program’s document repository.


• Monitor and organize group inboxes.


• Assist with event management and organization, including virtual events.


• Organize and schedule regular team calls and manage the team calendar.


• Assist with the coordination of corporate card management and reconciliation for team members.


• Assist with booking travel and other arrangements as necessary.


• Act as a liaison between team members and the internal accounting team, responsible for all matters relating to expense claim management.


• Act as a liaison between team members and the internal IT team.


• Other duties as assigned.

Requirements

• 3+ years of experience in an executive and/or program support role, in addition to relevant education and training.


• Strong organizational and administrative skills, including an ability to manage multiple tasks ranging in demand while maintaining excellent attention to detail.


• Experience with cloud-based tools and virtual platforms.


• Experience with travel arrangements and virtual events.


• Superior oral and written communication skills in English, with the ability to work in French an asset. Includes demonstrated ability to write clear and concise correspondence and the ability to communicate effectively and professionally within a team environment and with a wide range of individuals.


• Proficiency with MS Office (including Outlook, Word, PowerPoint, SharePoint) and with Office 365; experience with Excel software an asset.


• International experience/background preferred.


• Ability to work well in a virtual team environment and independently with limited supervision.

 

Position Details

Location:  Remote; Portugal, Germany or United Kingdom

Candidates must hold an appropriate work authorization for locations where they expect to be based, without any sponsorship from IISD.

Salary: Salary commensurate with experience and location

Germany:   EUR 33,000 - 38,000

Portugal:    EUR 26,000 - 31,000

UK:             GBP 28,000 - 31,000

Type of employment: Full time (we will also consider applicants looking for an 80% position)

Duration: Indefinite

Application deadline: April 30, 2024 at 4:00 PM EST  

Start Date: immediate opportunity

 

Application Procedure

 

Applications will only be accepted through Bamboo HR. Please include the following:

• A CV (no longer than two pages)


• A cover letter (one page)


• IISD Voluntary Self-Identification Questionnaire


• All submissions must be in English.

 

Only those candidates we wish to interview will be contacted. Resumes will be kept on file for one year.

 

IISD is committed to fostering a more equitable and sustainable world and welcomes candidates who uphold our values of diversity, equity, and inclusion. In addition, to correct the conditions of social injustice and disadvantage in employment around the world, we encourage candidates from historically marginalized groups, including women, Indigenous Peoples, people with disabilities, people from different racial and ethnic backgrounds, and those who identify themselves as 2SLGBTQIA+ to apply for this position. We offer reasonable accommodations in our recruitment process and seek applicants’ advice on how best to accommodate their needs. Please self-identify and answer our employment equity questionnaire on our applicant tracking system when you apply.

IISD does not discriminate on the basis of age, gender, caste, ethnicity, religion, colour, disability, marital status, pregnancy, gender expression or identity, sexual orientation, or any other legally protected status.

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