Executive Assistant (m-f-d)

The Scope

We are looking for an engaged Executive Assistant who brings solid expertise and a passion for FSC’s mission, to work with us in a multinational environment.
The Executive Assistant will ensure continuous operational support to the Director General and the three other C-Level leaders at Forest Stewardship Council (FSC). You will also support the activities of the FSC Board of Directors and Board Committees. The Executive Assistant will work closely with the Executive Advisor to support the overall smooth functioning of the Directors’ Office.

Main Roles & Responsibilities

Operational support to the C-Suite:

• Manage the calendar of the Director General, as well as other C-level leaders, as needed.
• Provide support for meetings and workshops hosted by one of the C-level leaders, including preparing the meeting room, catering and welcoming officials and delegates.
• Arrange the travel of the Director General, and other C-level leaders as needed, including arranging visa applications, making transportation and accommodation bookings, making meeting room bookings, preparing the travel agenda including background information and preparing travel expense claims.

Operational support to the Board of Directors:

• Support in preparing agendas, drafting minutes of meetings and tracking tasks to ensure they are followed up in a timely manner.
• Provide logistical support to the preparation of Board and Committee meetings, including agenda setting, minute taking, ensuring documents are updated on SharePoint, notifying the Board of any changes/updates, liaising with respective members to ensure timely information is shared.
• Support the organization of Board meetings, including identification of venues, visiting and inspecting the venue, working with Technology & Information Unit on ensuring the Technology support is perfect.

Administration support:

• Administer financial processes including keeping track of and reporting on certain project budgets.
• Develop, establish and manage a comprehensive filing system and archive for the Director General and C-level leaders.
• Serve as a central point of contact for the Director General, and other C-level leaders as required, for calendar and travel management, in close collaboration with the Executive Advisor.
• Follow up with key staff as directed – e.g., key recruitments or projects that need action.

Your profile

Education and Training:

• Administrative education / training, e.g., from business school.
• Training in Communications and/or Environmental or Social matters is an asset.

Working Experience, Style and Skills:

• At least 5 years of professional experience in working in a similar role, ideally for an international organization in a multi-stakeholder environment.
• Experience in providing financial, administrative and office support.
• Experience in drafting meeting minutes in English, preparing agendas.
• Experience in organizing and filing documents, ensuring they are user-friendly and easy to find.
• Knowledge of protocols for high level meetings and engaging with government officials is desirable.
• Pro-active and flexible work attitude and approach towards solving problems as they occur and by using common sense.
• Good time management skills.
• Ability to multitask and work under pressure.
• Service and detail orientation, as well as a strong sense for diligence and accuracy, including good number skills.
• Solution oriented attitude to work.

Language & Communication Skills:

• Fluency in English (spoken and written).
• Fluency in German is an asset.
• Exemplary verbal and written communication skills.
• Active-listening skills.
• Ability to establish and maintain positive interpersonal relations

Digital Skills:

• Excellent proficiency with Microsoft Tools
• Standard software packages (MS Office).
• Database management platforms are a plus.

Why us?

• Be part of a globally recognized organization at the forefront of sustainable forestry and contribute to the mission to help protect the world’s forests.
• Play an active role in the FSC global community of 400+ forest stewards who come together in-person at least once a year.
• Benefit from cross-cultural collaboration and networking opportunities by working in a dynamic, inclusive, and diverse international culture with over 60 nationalities represented under one roof.
• Benefit from work-life balance with our hybrid working structure.
• 30 vacation days yearly.
• Regional transportation ticket.
• Breakfast bars, coffee, tea.
• Take part in learning lunches.
• Celebrate together festivals from different cultures.

The Fine Print

• Location: Bonn, Germany.
• Working Hours: Full time – 40 hours per week.
• Duration: 2 years (extension possible).
• Starting Date: As soon as possible.
• Travel: Occasional travel is required.

How to Apply
Ready to make a difference? Join FSC and help shape a sustainable future. Don\’t delay – apply now!

• Please apply via our website by submitting your CV in English. Applications will be reviewed on a rolling basis.
• Please do not send any photos of yourself.

For FSC, inclusiveness and diversity are important values. As such, we welcome and encourage applications from all backgrounds and are entirely committed to consider all qualified applicants regardless of race, gender, sexual orientation, religion, ethnicity, age and disability.

We will confirm receipt of your application. Should you not receive a confirmation of receipt please check your spam filter and if you cannot find it there contact us at careers@fsc.org

Please be informed, that by applying for this position you automatically accept our Data Protection Information on processing your personal data.

We are looking forward to your application!

About us

Welcome to FSC!

The Forest Stewardship Council (FSC) is a globally recognized non-profit organization at the forefront of promoting sustainable forestry. With over 150 million hectares of certified forests and a trusted reputation among NGOs, consumers, and businesses, FSC is leading the way in ensuring the long-term health and resilience of the world’s forests.