At Porticus, we’re working towards a just and sustainable future where human dignity can flourish. Through our partnerships in education, society, faith and climate we enable changemakers to create societies and systems that work for everyone. We strive to understand the complexities of the systems we seek to change, assessing where we can make the most impact and engaging the skills and knowledge of broad coalitions of local and global partners to tackle the root causes of problems. Porticus professionals develop and manage grants and programmes in more than 90 countries. Lasting solutions are not achieved quickly or lightly, but we believe that together we can make a fairer, more sustainable world a reality.

The Management Assistant will report to the Head of CEO Office/Business Manager CEO and is part of the CEO Office. The CEO Office functions as a bridge between the CEO, the MT and the rest of the organisation. This dynamic team works to support management in keeping the oversight of all activities within the organisation, having the information and processes in place for effective decision-making and in enabling an accessible and open culture while managing issues of confidentiality where required. 

The Management Assistant will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

KEY RESPONSIBILITIES

• General support: The Management assistant will provide general support to the CEO Office, while directly supporting the Director of Regions, Director of Effective Philanthropy Group and Director of Communication, in its effectiveness and execution by providing high-level executive support in a fast-paced and changing environment.
• Agenda Management: manage the complex agenda of the MT members. Each day you will be problem-solving and multi-tasking, assuming responsibility for planning, organising and executing internal and external meetings, conference calls, VC’s, lunches/dinners and international events.
• Strategic planning & organizing meetings & events of individual Directors and of the Board Calendar meetings and make sure to avoid conflicting calendars.
• Stakeholder management by collaborating with internal and external stakeholders and other administrative contacts in creating a smooth workflow and maintaining follow-through. You are the primary point of contact for the Directors’ external stakeholders, this means you are aware of their role and relationship to the Directors.
• Supporting CEO office and the Directors in preparing internal and external meetings and events, ensuring relevant information is prepared and shared beforehand, people are invited, guests have access to meetings and relevant information. Perform other duties as assigned or required; responsibilities may vary.
• Keeping Information management (Meeting documents, Minutes, PPT, etc) on MS Team Files and SharePoint up to date
• Travel Management: Anticipate and coordinate point-to-point travel needs as necessary, including booking all travel and hotels, directions and ground transportation.
• Welcome guest (hostess) and supports with onboarding MT and Business Support Group
• Process expenses on a timely basis. Provide back-up support to the Executive assistant of the CEO and the Event Planner on a regular basis. Perform other duties as assigned or required; responsibilities may vary   

• Relevant education and/or a minimum of 3 years previous relevant experience in a similar post at a Senior Management level.
• Outstanding organisational, communication & time management skills
• Strong interpersonal skills and organizational sensitivity
• Stress resilient and ability to multi-task in a demanding environment
• Problem solving & innovative
• Collaborative and adaptive
• Extremely structured, organized and flexible.
• Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes.
• Fluency in English both oral and written. Fluency in Dutch both oral and written preferred but not mandatory. 
• Ability to deal with information of a confidential nature.
• Excellent understanding of MS office (Outlook, Word, Excel, PowerPoint & MS teams) and up-to-date with the latest office gadgets and applications to work remotely.

Of course, it is a two-way street, which means that we offer not only a competitive salary but we believe in a healthy work-life balance. This is what you can expect from us:

• The salary range for this job is between 41.000 and 52.000 annually
• 31 vacation days
• 4 volunteering days 
• We have our own pension fund (Provisum)
• Hybrid working opportunity. We have a fantastic Amsterdam office for you to work in and believe you can also be effective at home. We aim for a 40/60 office/home work balance.
• Wish to extend your holidays but don’t have any more vacation days left, you can work up to 10 days from any location in the world (we don’t cover travel and lodging though 😊)

• A valid work permit is required
• An (online) assessment can be part of the recruitment process.
• Reference checks are part of the final hiring procedure.
• We are an equal opportunity employer. We believe that having a staff with diverse personal and professional backgrounds and lived experiences enhances our ability to meet our mission. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, prior justice system involvement, veteran, or disability status.