Bridging People and Possibilities  |  A Service of  Tyndale University College & Seminary

Executive Assistant to the International Director

Executive Assistant to the International Director

Company: SIM International
Contact Person: Shari Swiger
Location/Address:
14830 Choate Circle
Charlotte, Outside Canada/International , 28273

Position Description

                                                                                        

 

By Prayer                                                                                                                                                International Leadership & Services

 

JOB DESCRIPTION

 

Executive Assistant to the International Director (CEO)

 

Position Purpose:   

 

To support the International Director (ID) as he provides leadership to SIM

by providing excellent research, administrative and organisational support.

 

Responsibilities:
Scheduling and Travel
Goal:  The International Director’s diary, meetings and travel schedule are well managed.

Organise and oversee diary scheduling, arranging meetings and coordinating travel arrangements.
Prepare and provide necessary documents for ID meetings and travels.
Plan and coordinate meetings with other offices, Executive Team and ILT members, leaders of other mission agencies, etc.
Coordinate, and where necessary screen, requests for speaking engagements.
Debrief with the ID after important meetings and travels. 

Communication
Goal:  The international Director communicates effectively to his immediate team members, the Sim community, and externally to others.

Manage the ID’s email correspondence, letters and phone calls, by prioritizing matters and responding as appropriate and/or requested.
Conduct research for reports, presentations and correspondence.
Coordinate the preparation and editing of written communications from the ID.
Coordinate the production of the ID’s monthly bulletin.

Executive Team (ET) and International Leadership Team (ILT)
Goal:  The ET and ILT Function as effective teams, implement agreed assignments/leadership actions, and provide the necessary support to the International Director. 

Oversee the smooth and efficient functioning of all administrative matters relating to the ET and ILT, including scheduling individual meetings, team meetings, preparing agendas and papers, making all documents available to team members, taking and circulating notes, tracking and following up action points, maintaining the filing system for all team documents.
Have a good working knowledge of the function and roles of the ET and ILT and pass issues to the appropriate team for their consideration.
Administer the annual review programme for all Executive Team members and others who report to the ID.  This includes updating position descriptions.
Oversee and plan logistics and travel for ET and ILT events.

Board of Governors (BoG) & Board of SIM Intl. Inc.
Goal:  The International Director relates well to the Board of Governors and The Board of SIM Intl, Inc. meetings and Communications are well managed and coordinated.

Oversee the smooth and efficient functioning of all administrative matters relating to the Board of Governors and Board of SIM Intl. Inc. including scheduling and coordinating meetings, preparing agendas and papers, making all documents available to Board members, taking and circulating minutes, tracking and following up action points, maintaining the filing system for all team documents.
Oversee and coordinate the logistics and travel for Board meetings.
Prepare a draft monthly report from the ID to the BoG Executive Committee.

Global Assembly (GA) and Director’s Retreat
Goal:  Global Assembly members receive timely communications from the ID.  Gatherings are well planned and organised so that all participants are inspired for service towards the ongoing purpose and mission of SIM.

Maintain a list of Global Assembly members.
Support the ID with all preparations for Global Assembly meetings, including preparing the schedule, agenda and relevant papers.  Follow up on actions arising.  Take minutes of the GA meetings.
Along with a Planning Team, coordinate all the logistics, travel arrangements, budget, and communications for the GA meeting.

Other administrative matters
Goal:  All administrative matters relating to the ID run smoothly and efficiently.

Anticipates the ID’s needs and ensures they are met by involving or delegating tasks to the appropriate people.
Assist ID in prioritising the demands on his time and reminding him of future events or deadlines. 
Assist the ID by tracking & reporting progress on work the ID has delegated to others.
Upon request, attend meetings with the ID to listen, observe and take notes. 
Manage the ID’s finances, including handling expense reimbursements and reconciling credit card statements.
Check the monthly statements for ID expenses, BoG meetings and GA meetings and any other conferences or projects relating to the ID.
Liaise with other members of International Services to ensure the smooth running of all administrative matters relating to the ID, ET or ILT (e.g. with IT for the Teams functions or email addresses; with Operations for updating of Principles & Practices documents; with the Elections Officer for handling voting procedures, etc.).

Any other duties as requested by the International Director.

Location

Needs to be in a location with easy access for international travel and a reliable internet connection.

Person Specification/Qualifications:

Essential:

Agreement and understanding of the SIM Commitment
University degree or equivalent
Considerable Executive Assistant or administration experience at a senior level
Leadership or management experience, including an ability to relate to Senior Leadership
Intermediate to advanced level of Microsoft office products (Word, Excel, PowerPoint, Publisher, etc.) with excellent typing skills
Excellent ability to communicate effectively in English, verbally and in writing with internal and external audiences
Experience of researching information, writing articles, compiling and editing reports
Ability to work with a Board and senior leadership teams
Competent ability to take notes and minutes to Board level
Project management ability in relation to the planning and organisation of conferences and events
Ability to filter information, prioritise, work to deadlines and manage own time effectively and efficiently
Ability to exercise discretion and diplomacy in dealing with confidential or sensitive matters
Ability to develop and maintain good working relationships at all levels, particularly showing respect and sensitivity towards the cultural makeup of the mission
Excellent at forward planning and anticipating needs before they arise
Excellent organisational and administration skills
Willingness to seek support or fund-raise for SIM

 

Desirable:

Knowledge of SIM policies, principles and practices
Cross-cultural experience
Basic to intermediate level in a second international language – preferably Spanish or French

 

Contact:

Jennifer Speer, SIM International Leadership & Services at:  intl.office-recruitment@sim.org

                                                                                                                               

SIM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the bona-fide for the open position. Applicants need to make their requirements known when contacted.

 

Posted: June 8, 2018 | Expires: September 6, 2018
Posted Under: Administration
Career ID: [ 5526 ]