Inspired by a sense of caring and compassion for all the people who work to build a better world, as well as to support the many causes and movements for which they work, The Wellbeing Project (TWP) is focused on both cultivating a shift in the field of social change toward one that is healthier and more supportive of inner wellbeing, and on catalyzing the development of a new infrastructure to better support everyone working in the field.

The Leadership Assistant will provide comprehensive administrative support to the management team, ensuring efficient operations and seamless execution of organizational objectives. This role requires exceptional organizational skills, the ability to multitask, and a proactive approach to problem-solving.

KEY RESPONSIBILITIES:

• Assist management in scheduling meetings (different time zones) and appointments.
• Book, handle changes, arrange and negotiate travel itineraries.
• Prepare and distribute agendas, presentations, and other meeting materials.
• Prioritize, schedule and organize incoming communications, including emails, calls, and mail.
• Coordinate logistics for events, workshops, and conferences, including venue booking, catering, and attendee management.
• Maintain accurate records and files, both electronic and physical, ensuring confidentiality and data security.
• Conduct research and compile data as directed by leadership to support decision-making processes.
• Collaborate with internal teams to facilitate effective communication and workflow.
• Support different areas of their daily work and objectives.
• Handle ad-hoc administrative tasks as assigned by management (Tabling expenses and preparing/tracking invoices and making sure the payments are done on time).

PROFILE, SKILLS AND COMPETENCIES

Required:

• University degree and/or professional secretarial/administrative training 
• Work experience: +5 years working as a management assistant capacity 
• Excellent written and oral communication skills (English), engaging successfully with many different stakeholders and senior leadership
• Excellent multi-tasking skills: able to juggle ongoing and intricate tasks 
• Experience booking travel and handling complex itineraries 
• Visionary: able to plan ahead, anticipating potential challenges and needs 
• A team player: works well with a small team often across many time zones and in remote working  situations 
• Structured, dependable and reliable: respectful of deadlines, priorities, highly organized and able to cope with  last-minute changes  
• Detail-oriented and thorough: careful not to miss small pieces 
• Discreet and sensitive: able to communicate with gentleness and handle confidential information 
• Excellent communicator: you are people-oriented and communicate with respect, clarity, authenticity and empathy 
• Flexibility and adaptability: Thrive in a fast-paced and ever-changing environment, problem-solving, proactive, responsive
• Empathy and interest in working in a non-profit organization

Nice to have:

• French and Spanish. 
• Experience in the social sector
• Entrepreneur experience
• Finance and accountability knowledge 

WHAT WE OFFER

• An opportunity to work on a ground-breaking, global project that is a co-creation with leading institutions in the field of social change, and that is already seeing the beginning of an extraordinary movement.
• A steep yet friendly learning curve, including building a variety of key relationships in the social change sector and in the art community worldwide.
• An innovative, co-creative, entrepreneurial and international working environment.
• A strong culture which is at the core of our organization and the project, as well as a large and diverse Project team that is loving, caring and… pretty awesome people!
• Be a part of a fulfilling and meaningful professional project based on strong values and an opportunity to impact the lives of millions of people touched by the work of social changemakers.
• Compensation according to level of experience and seniority

Apply through [email protected] send CV and cover letter before Thursday 25th, looking forward to meeting you soon!