The Executive Support Officer will be a highly experienced and proactive professional pivotal to supporting the Country Director and Maidan Programme Coordinator in Ukraine. This role demands exceptional organizational and multitasking abilities to seamlessly manage agendas, information flow, and stakeholder engagement. The successful candidate will be adept at anticipating needs, meticulously documenting information, and ensuring critical deadlines are met, contributing directly to the efficient operation of the office and project activities.

Reporting to and working closely with the Country Director and the Maidan Programme Coordinator, the Executive Support Officer will be responsible for the following key tasks with a strong emphasis on proactivity, accuracy, and confidentiality:

Main Tasks and Activities:

• Comprehensive Executive Support: Provide high-level administrative and organizational support specifically to the Country Director and the Maidan Project  Coordinator.
• Proactive Agenda Management: Expertly manage and prioritize complex agendas, schedules, and appointments for the Country Director and the Maidan Project  Coordinator, anticipating potential conflicts and ensuring efficient time management.
• Information and Document Management: Efficiently collect, organize, and maintain a systematic filing system (both physical and electronic) for crucial documents, ensuring easy access and retrieval.
• Contact Database Management: Develop and maintain a comprehensive and up-to-date database of key contacts, including stakeholders, partners, and relevant institutions.
• Meeting Management Expertise: Take ownership of organizing and coordinating various meetings, including scheduling, preparing necessary documents, managing logistics (room reservations, invitations, visitor welcome), and proactively following up on action points.
• Accurate Meeting Records: Attend meetings, take detailed and accurate minutes, and ensure their timely circulation and filing for future reference.
• Deadline Tracking: Proactively track critical deadlines for both the Country Director and Maidan Project, providing timely reminders and ensuring necessary actions are taken.
• Information Flow Management: Act as a central point for information dissemination, ensuring efficient and timely communication between relevant parties.
• Document Preparation: Format presentation materials and prepare professional correspondence (letters, emails) as required.
• Logistical Support: In coordination with the Shared Support Unit (SSU), provide administrative and logistical support for missions and other activities.
• Translation Support (as needed): Provide translation support during meetings and for documents between English and Ukrainian (and potentially French).
• Other tasks: Undertake additional tasks as required to ensure the smooth functioning of the office and project activities.