Executive Assistant

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Humanitarian OpenStreetMap Team

WebsiteLinkedInAll Job Openings

11 - 50 employees

Free, collaboratively generated maps are uniquely valuable to humanitarian work and economic development, especially in places where base map data is often missing, out of date, or rapidly changing. OpenStreetMap is an open data project founded to create a free and open map of the world, built primarily by volunteers surveying with pencil and paper, GPS units or by digitizing aerial imagery and finding and liberating existing public sources of geographic data. Humanitarian OpenStreetMap Team [HOT], a US 501(c)(3) charitable organization, was launched in 2010 to promote and support the thousands of volunteers and dozens of local groups around the world that work to build OpenStreetMap, with an emphasis on humanitarian mapping to aid disaster relief, preparedness and economic development. In its role organizing crisis response mapping, HOT acts as a bridge between the OpenStreetMap community and traditional humanitarian responders like MSF, the Red Cross, UNOCHA as well as local groups and governments. To further the mission of OpenStreetMap, HOT sponsors and coordinates the development and hosting of several open source software tools specifically for the OpenStreetMap community. We also fund field training and data collection for existing and new OpenStreetMap groups, produce learning and training materials for people doing OpenStreetMap mapping and train skilled mapping coordinators to organize volunteer mappers'​ efforts in emergency response to crises and disasters. HOT sponsored teams work in countries around the world helping collect geographic data and training and learning from local communities to map information in OpenStreetMap that is important to them. Our goal is to help build self sustaining local groups of motivated and skilled mappers. We are dedicated to applying the principles of open source software and open data sharing towards humanitarian response and economic development and inclusiveness in all of our endeavors.

📋 Description

• Manage the Executive Director's diary, scheduling and prioritising meetings, appointments, and travel arrangements including visas, itineraries, accommodation, and transfers; • Screen and manage incoming correspondence including, emails and selected written communications on behalf of the Executive Director; • In collaboration with the Comms team, prepare and review briefing notes, presentations, and other communications to a high standard ensuring tone, accuracy, and professionalism on behalf of the Executive Director; • Maintain effective communication between the Executive Director and cross-functional teams, ensuring timely information flow; • Support with prioritisation and communication across the organisation • Handle confidential and sensitive information with absolute discretion at all times; • Review and approve monthly timesheets for all direct reports of the Executive Director; alongside other administrative tasks including Expenses. • Organise and coordinate internal and external meetings, including leadership meetings and/or external engagements; • Prepare agendas, compile meeting and conference packs, presentations, and circulate documents in advance; • Attend meetings on behalf of the Executive Director as required, take accurate minutes, and track agreed actions to completion; • Coordinate logistics for events, workshops, and external engagements involving the Executive Director; • Support the Executive Director in tracking progress against strategic priorities and key deliverables • Coordinate cross-functional follow-ups on behalf of the Executive Director, ensuring accountability and timely delivery • Assist in the preparation of board papers, monthly all-hands staff updates (Leadership corner) and organisational documents as required. in collaboration with the Ops team. • Research and prepare draft talking points and slide decks using Google Slide for internal and external meetings;

🎯 Requirements

• Proven experience in an executive assistant, personal assistant, or senior secretarial role supporting C-suite or senior leadership • Minimum of 2-3 years hands-on experience • Exceptional written and verbal communication skills in English • Strong organisational and time management skills with the ability to manage multiple priorities simultaneously, and coordinate across timezones • Proficiency in G-Suite (Google Docs, Slides, Sheets) and aptitude to pick up virtual collaboration tools (Zoom, Teams, Miro, Google Workspace, Asana, Egencia, Neon-One, etc); • Ability to work independently, use initiative, and remain calm under pressure; • High level of discretion, professionalism, and confidentiality; • Strong attention to detail and commitment to accuracy; • Ability to work independently with minimal supervision;