Executive Assistant position open at RDA Foundation

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Executive Assistant position open at RDA Foundation
03 Jan 2019

Executive Assistant position open at RDA Foundation

03 January 2019

The RDA Foundation is seeking a responsible Executive Assistant (EA) to support the daily operations of the Research Data Alliance (RDA) and its Secretary General. The EA will be required to communicate (written and verbal) in the English language on a daily basis and perform a series of tasks in a well-organised and timely way. The EA will be expected to act proactively, independently and without guidance while understanding the needs and characteristics of the people with whom he/she will work with.

Key Responsibilities include:

  • Be the point of contact between the Secretary General and RDA Secretariat, RDA governance boards (Council, Technical Advisory Board, Organisational Advisory Board), RDA community members and other stakeholders (funders, media contacts, etc.).
  • Complete projects by executing and coordinating work with internationally distributed Secretariat staff, including following up on results.
  • Conduct research, collect and analyse data to prepare reports, presentations and other documents.
  • Read, review, edit and route communications, presentations and other documents.
  • Produce and format information for internal and external communication by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Maintain Secretary General's appointment schedule by planning, scheduling and initiating meetings, conferences, teleconferences, and travel.
  • Occasionally represent the Secretary General by attending meetings in the Secretary General's absence.
  • Develop, utilize and maintain office filing and record management system and secure information by completing administrative and financial data backups.
  • Record, transcribe and distribute minutes of meetings.
  • Execute administrative, financial and communication tasks related to grants involving the RDA Foundation.
  • Maintain customer confidence and protect operations by keeping information confidential.
  • Contribute to team effort by providing high-quality results on time.

Key Experience, Competences and Skills:

Essential

  • At least 3 years’ experience providing executive support at a high level. 
  • Excellent verbal and written communication skills in English (all work is conducted in English).
  • Proficiency with computers and in-depth knowledge of relevant software such as MS Office Suite.
  • Proficiency with office management systems and procedures 
  • Outstanding organisational, planning and time management skills, including attention to detail and accuracy.
  • Knowledge of international / European grant funding processes and procedures.
  • Initiative and adaptability.
  • Excellent information gathering and monitoring skills.
  • Excellent problem analysis and problem-solving skills.
  • Excellent judgement and decision-making abilities.
  • Experience in successfully working as part of a team. 
  • Experience in exercising discretion and maintaining confidentiality.

Desirable

  • Bachelor’s degree.
  • Additional language skills.
  • Experience in successfully working as part of a distributed team.
  • Awareness of the latest office gadgets and applications.
  • Knowledge about RDA.

Terms:

The successful applicant will report directly to and work closely with the Secretary General. He/she can be based in any country, but will be required to work according to European working hours (GMT or CET) and be available for conference calls and virtual meetings outside of normal hours, where necessary. The successful applicant should be in a position to travel internationally if so required. The successful applicant will work from his/her own office arrangement or at a host organisation (if relevant).

The successful applicant will be offered a consultancy contract for 1 year starting 1 March 2019 with the RDA Foundation based in the UK. Eventual renewal will be agreed before the end of the contract period. 
Salary details will be given during the eventual selection period and will be based on the average UK Executive Assistant rate.

Application & Timing:
Interested applicants should submit:

  1. a detailed cover letter, 
  2. a document (max 5 pages) covering the points listed above and indicating the relevant experience and insights, 
  3. a CV (Europass CV),
  4. three reference letters and/ or referees (including contact details) that can be contacted directly during the selection phase.

Applications should be sent to secretary.general[at]rda-foundation.org by Thursday 24 January 2019 at 23:59 UTC
Shortlisted candidates will be contacted during the period from 25 January to 8 February 2019 and should be willing and able to attend a series of virtual interviews.

All queries in advance of the submission deadline can be directed by email to secretary.general[at]rda-foundation.org