Senior Executive Assistant

Senior Executive Assistant

Lie Detectors

Brussels, Belgium

Award-winning media literacy organisation Lie Detectors is looking for an experienced and motivated Senior Executive Assistant to support the work of our Executive Office. In our busy and mission-driven organisation the most important task of this role is exercising keen judgment in ensuring daily and strategic priorities are reflected in all scheduling and communications of the Executive Office.

Lie Detectors  (https://lie-detectors.org) is an independent and award-winning news literacy project in Europe working to tackle disinformation and its corrosive effect on democracy. We do this by empowering citizens to sort fact from fiction online and understand how professional journalism works; by analysing impact and trends in media literacy work and by informing policy debates in the fields of education policy and digital rights. See coverage of our work in the Financial Times, BBC, Spiegel Online, German broadcaster ZDF,the European Business Summit as well as our latest impact video.

We are currently looking for a Senior Executive Assistant based in our HQ office.

Job description

Reporting to Lie Detectors’ Executive Director, you provide support in the following ways:

Direct support to the Executive Director

• Calendar and time management;
• Updating daily and strategic action items for ED;
• Email management;
• Correspondence on behalf of the ED where relevant;
• Updating ED contacts and notes via CRM;
• Support ED external communication and representation;
• Assist in complying with governance requirements, including preparation of documentation and invitations to board and assembly members;
• Support LD governance processes with clerical tasks and proofreading;
• Keep documents and administrative matters in order and filed appropriately in the Lie Detectors database;
• Liaise with other staff members on behalf of the Executive Director;
• Assist (planning and research) with public speaking engagements;
• Lead on all hospitality related tasks and travel booking for the ED and, If relevant, for the Management Team;
• Work in coordination with the Operations Department on LD yearly event, Team Week.

General assistance to senior management

• Record meeting minutes during senior management team meetings and communicate to-do- lists;
• Support on annual planning, including scheduling, and calendarisation of deadlines, activities, etc.;
• Relay information between Exeurive Director and Management Team;
• Research and report-writing as required.

General assistance to the organisation

• Monitor shared inboxes and distribute inquiries in coordination with Operations Officer;
• Ensure meeting minutes during team meetings are made and communicate action points arising from meetings;
• Where relevant provide oversight on project involving different teams through the monitoring of deadlines, actions points, etc.;
• Where relevant help Lie Detectors teams adopt and adhere to filing and internal communications protocols;
• Promote good communications and sharing of information across the team.

General assistance to the team

• Manage mass mailings from Executive Director including to stakeholders, funders and board members, and for festive occasions.

We are looking for

Key Skills and Requirements

Expertise:

• Five to ten years in a similar position;
• Strong judgement and communication skills;
• Ability to work in a multi-lingual environment;
• Organisational skills (incl. project & time management);
• Capability to manage and advance multiple streams of work and prioritize;
• Problem-solving skills;
• People skills to balance the assertion of organizational priorities with a cooperative and collegial style;
• Attention to detail;
• Native-level English plus German and/or French (other languages also welcome).

Behaviour:

• Flexibility and adaptability to function in a fast-paced environment;
• Takes responsibility;
• Encourages professional and respectful teamwork;
• Honest and transparent;
• Proactive, cooperative and self-organised;
• Professionalism;
• Ethical and thorough;
• Encourages excellence across the organisation;
• Affinity for and commitment to the work of Lie Detectors.

We offer

• A full-term contract;
• A work package including 25 holidays, partial reimbursement of local transportation ticket, a pension fund;
• Possibility to work from home 2-3 days a week;
• An open, international, and flexible work environment;
• A valuable experience with experienced journalists and other professionals, with the European institutions;
• A sustainable and well-situated office in the Madou Quarter in Brussels.

Your application

We are looking forward to meeting you! Please send your CV and an application letter telling us about your motivation and skills. All application documents must be in English and should be addressed to [email protected]. Application deadline is 10 November. Please indicate “Senior Executive Assistant” in the subject of the email.

Due to limited capacity we will contact you only if we wish to interview you.

Lie Detectors is committed to building an inclusive environment for people of all backgrounds and everyone is encouraged to apply. Lie Detectors is an Equal Opportunity Employer and does not discriminate on the basis of race, colour, gender, sexual orientation, gender identity or expression, religion, disability, national origin, age or any other status protected by applicable law.

We work with external consultancy Local Knowledge to fill this position. The consultant will have access to documents that you submit during the recruitment process and may contact individual candidates on behalf of Lie Detectors.