About CIVIC
Center for Civilians in Conflict (CIVIC) is an international non- governmental organization (INGO) with offices around the world working to improve protection for civilians caught in conflict zones. CIVIC envisions a world in which no civilian is harmed in conflict. Our mission is to support communities affected by conflict in their quest for protection and strengthen the resolve and capacity of armed actors to prevent and respond to civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org.
About the position
The Executive Director (ED) leads the organization’s strategic vision, advocacy, and operations. The Executive Assistant (EA) plays a critical role in ensuring the ED’s effectiveness by providing high-level administrative, logistical, and strategic support. The successful candidate will work closely with the ED, CIVIC’s Senior Management Team (SMT), and the Board of Directors.
The Executive Assistant will:
- Ensure smooth day-to-day operations for the ED, enabling them to focus on strategic leadership.
- Act as a liaison between the ED and internal/external stakeholders.
- Manage the ED’s schedule, communications, and priorities efficiently.
- Support organizational governance, including board relations and high-level meetings.
Reports to: Executive Director (ED)
Location: Geneva, Switzerland
Travel: At least 40% travel
Key Functions
A. Administrative & Scheduling Support
- Manage the ED’s calendar, including scheduling meetings, travel, and appointments.
- Coordinate domestic and international travel arrangements (flights, visas, accommodations).
- Prepare and organize briefing materials, agendas, and presentations for meetings.
- Support the ED in financial follow-up, including tracking budgets, reimbursements, and expense claims in coordination with the Finance Department.
B. Communication & Stakeholder Engagement
- Serve as the first point of contact for the ED, screening emails, calls, and requests.
- Draft, proofread, and edit correspondence, reports, and speeches.
- Facilitate communication between the ED and staff, donors, partners, and board members.
- Represent the ED professionally in internal and external communications.
C. Meeting & Event Coordination
- Organize high-level meetings, including board meetings, donor engagements, and strategy sessions.
- Provide support to the Board of Directors, including planning of the quarterly Board meetings and coordination on Board resolutions
- Proactively arrange external representation meetings with key donor and other key partners, including high level government representatives and donor partners.
- Prepare minutes, action points, and follow-up tasks for key meetings Maintain the ED’s contact database.
- Assist in planning and executing organizational events, conferences, and retreats.
D. Strategic & Operational Support (as requested by ED)
- Conduct research and compile data to support decision-making.
- Track and monitor priority projects, deadlines, and commitments.
- Assist in donor relations, grant reporting, and fundraising efforts as needed.
- Collaborate with other departments to ensure alignment with organizational goals.
Requirements/Qualifications
- Bachelor’s Degree and at least 2-3 years of relevant experience, preferably with UN/INGOs and/or Diplomatic missions/Embassies
- Demonstrated work ethic and team player
- Independent self-starter and well-organized, with strong attention to detail
- Excellent writing, editing, and research skills
- Strong emotional intelligence, interpersonal, and communication skills
- Sound judgment, flexibility, and professionalism in handling responsibilities and working across teams in a multicultural, fast-paced, and high-pressure atmosphere
- High level of proficiency with standard MS Office and other tools (i.e. Google Mail and Calendar, Zoom, Slack); Other professional tools such as Salesforce, Expensify, Harvest and BambooHR are a plus
- Professional proficiency in English; working knowledge of French is desired
- A commitment to mission
- Preferred: knowledge of working in the field of humanitarian work and/or diplomatic work and experience working with Governance bodies.
Additional details
Application deadline: April 23rd 2025
Position is contingent upon the availability of funding.
Due to the high volume of applications, only candidates selected for an interview will be contacted.
CIVIC seeks to recruit, develop, and retain the most talented people from a diverse candidate pool in the belief that employees from diverse backgrounds are critical to achieving our goals. We strongly encourage applications from persons with diverse backgrounds and experiences.
CIVIC is not able to sponsor employees at this point, therefore, please ensure that you can legally work in this location when applying.
Note to Recruiters and Placement Agencies: CIVIC does not accept unsolicited agency resumes. CIVIC does not pay placement fees for candidates submitted by any agency other than its approved partners.
How to apply
Click here to apply through CIVIC’s career website.