Volunteer Personal Assistant

What will you be doing?

The Personal Assistant will:  

Manage and maintain the Founder's calendar, including scheduling appointments, meetings, and events. Coordinate travel arrangements, accommodations, and itineraries for the Founder's business trips and speaking engagements. Anticipate scheduling conflicts, proactively resolve issues, and ensure optimal time management. Handle incoming and outgoing communications on behalf of the Founder, including email, phone calls, and mail. Prioritize and respond to messages, inquiries, and requests, ensuring timely and accurate responses. Draft, proofread, and edit correspondence, presentations, and reports as needed. Arrange and coordinate internal and external meetings, including preparing agendas, booking venues, and arranging necessary equipment or resources. Attend meetings, take detailed minutes, and distribute meeting summaries and action items to relevant stakeholders. Follow up on action items and deadlines to ensure timely completion. Maintain and organize confidential files, records, and documents, ensuring easy accessibility and confidentiality. Maintain records of travel history, receipts, and related documentation. Support the Founder in special projects, initiatives, and events by conducting research, coordinating logistics, and providing administrative assistance. Handle other ad hoc tasks and assignments as required.

What are we looking for?

Strong administrative skills Quick learner and systems-oriented: You have a natural ability to quickly grasp new systems and processes. Your proactive mindset allows you to identify areas for improvement and implement efficient changes. Excellent communication skills, including effectively interacting with various stakeholders, including campaigners and funders. Your strong writing skills enable you to send clear and concise emails, as well as prepare accurate meeting minutes. Proficient in IT and online platforms: You are comfortable navigating computer systems and have experience using tools like Gmail and Excel. Your digital literacy extends to social media, utilizing different channels to enhance the organization's outreach. Exceptional organizational and prioritization abilities: You thrive in a fast-paced environment, confidently managing multiple tasks and ensuring events and administrative processes stay on track. You possess the skills to prioritize effectively and communicate shifting priorities to your team. Problem-solving mindset: When faced with challenges or unexpected situations, you approach them with a solutions-oriented approach. You collaborate with your team to find resolutions and are proactive in seeking assistance when needed, without dwelling on mistakes.

What difference will you make?

By taking on this role, you will contribute to an award-winning initiative focused on preserving the cultural heritage of the Syrian diaspora, disadvantaged youth, individuals with disabilities, the elderly, and refugees.