Executive Assistant

The Internet Society Foundation is seeking a candidate for the Executive Assistant role, which provides high-level executive and administrative assistance to the CFO of ISOC and other leaders within the Executive Leadership team. This is a remote position. The ideal candidate is a well-organised, proactive, and flexible professional who thrives in a fast-paced, globally diverse environment. Candidates must be fluent in English and possess strong verbal and written communication skills. This role requires the ability to work independently, manage multiple priorities, and handle confidential matters with discretion.

Essential Duties and Responsibilities

Executive Assistant and Administrative Support:

• Provide remote executive and administrative assistance to the CFO and other leaders to ensure efficient team operations.
• Manage complex, global executive calendars; ensure executives are well-informed of upcoming commitments and deadlines.
• Prepare and distribute pre-meeting materials and post-meeting summaries; take notes and track action items as needed.
• Arrange the executive’s policy-compliant, complex, and detailed travel, including flights, hotels, visas, itineraries, and agendas; submit travel expenses in multiple currencies, following established guidelines, and track reimbursements and reports.
• Foster professional, timely communication and collaboration with staff across the organisation.
  Process invoices, payments, and corporate credit card expenses in the SAP Concur system, monitor office budgets and expenses.
• Assist with staff and contractor hiring processes, preparing agreements, and following up on approvals/signatures, reviewing bios, scheduling interviews, and onboarding meetings.
• Organise and attend team meetings and retreats, contract facilitators, and ensure that pre- and post-meeting materials are prepared and distributed on time.
• Monitor and respond to incoming general correspondence, email, and invitations in a timely and accurate manner, many of which will be sensitive or confidential.
• Propose process enhancements to improve the administrative functions within the Internet Society.
• Nurture collaboration and be part of a shared pool of administrative support across the Internet Society and the Foundation, and provide back-up as needed for other EAs.
• Other ad-hoc duties as assigned.
• Other duties as assigned

Desired Qualifications

• Three to five years of experience supporting top Executives within a global organisation.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint). Ability and willingness to learn new tools and programs, such as DocuSign, Zoom, Smartsheet, Salesforce, Tableau, etc.
• Strong organisational skills: ability to perform and prioritise multiple, constantly changing tasks concurrently with an excellent attention to detail.
• Solid knowledge of handling complex travel for management.
• Excellent time management skills, with a proven ability to meet deadlines.
• Excellent written and verbal communication skills in English. Additional languages will be considered a plus.
• Ability to handle confidential information with discretion.
• Commitment to the Internet Society’s mission, values, and objectives.
• Experience working with a globally distributed workforce and the ability to work across time zones.
• Excellent interpersonal skills with the ability to interact positively in a multicultural and multidisciplinary environment.
• Ability to travel if needed and when permitted.

Preferred Attributes

• Business sense — has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence — perform duties consistently and at the highest level possible.
• Confident, professional communicator able to interact effectively with individuals at all levels.
• Demonstrate ability and temperament to work with sensitive information.
• Team player — have team-oriented experience and approach.
• Creative thinker who can problem-solve and act with a sense of urgency when required.

Read more about the role here.