Executive Assistant to the International President

Job Posting Organization:
Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion, and natural disasters. Established in 1971, MSF operates in over 70 countries worldwide, providing assistance based solely on need, irrespective of race, religion, gender, or political affiliation. MSF International, registered in Switzerland, serves as the legal entity that binds MSF’s 26 sections and 28 associations together, offering coordination, information, and support to the MSF Movement while implementing international projects and initiatives as requested.

Job Overview:
The Executive Assistant (EA) to the International President (IP) plays a crucial role in providing high-level strategic, organizational, and administrative support. This position is designed to enable effective leadership, governance, decision-making, and execution of the IP’s responsibilities. The EA is expected to go beyond mere administrative coordination; they will act as a strategic partner, anticipating needs, streamlining decision-making processes, and ensuring that the IP’s time is focused on the highest impact priorities. The role involves maintaining and refining internal processes, coordinating resources to expedite workflows, and orchestrating work to meet priorities and achieve organizational goals. The EA will be a visible presence in the Geneva office, acting as a trusted point of contact for both internal and external stakeholders, and will be responsible for managing multiple schedules, preparing briefing materials, and ensuring that communication remains clear and effective across the organization.

Duties and Responsibilities:

• Provides executive support by serving as a trusted advisor and thought partner to the IP, helping to prioritize initiatives, manage competing demands, and maintain organizational alignment. Anticipate needs and proactively address issues before they escalate. Exercise sound judgment in all interactions and decisions. Conduct research and synthesize information to inform decision-making. Track key initiatives and maintain visibility on progress. Support proactive planning of IP business in partnership with the Office of the IB and ISG.
• Organizes and streamlines administrative processes to ensure focus on deadlines and deliverables. Manage the IP’s diary proactively and coordinate travel arrangements. Act as a gatekeeper to protect the IP’s time and ensure focus on priority areas. Coordinate meetings and executive-level events, leading or supporting cross-functional projects to ensure deadlines are met.
• Ensures relevant, timely, and quality communication and documentation is created for the IP. Prepare speeches, briefing materials, agendas, and follow-up actions for meetings. Draft, edit, and proofread high-level correspondence and reports. Coordinate internal communications on behalf of the IP.
• Manages internal and external relationships by building strong relationships across the organization and with external stakeholders, acting with professionalism and discretion. Handle sensitive information with confidentiality.

Required Qualifications:
Extensive experience working as an Executive Assistant to Director or CEO level is required. Demonstrable experience in managing complex, dynamic calendars with an emphasis on strategic time allocation is essential. Excellent English language skills are mandatory, and proficiency in other languages such as French or Arabic is considered an asset. Experience in governance, international organizations, NGOs, or complex multi-entity organizations is advantageous. The candidate should be comfortable coordinating cross-functional teams and liaising with stakeholders at all levels, including external partners and senior executives. Experience in preparing briefings, reports, presentations, and meeting materials with a high level of accuracy is necessary. Excellent written and verbal communication skills are crucial, along with proficiency in Microsoft Office 365 suite and personal IT equipment.

Educational Background:
A relevant educational background is expected, typically at least a bachelor’s degree in a related field such as business administration, international relations, or a similar discipline. Advanced degrees or certifications in management or administration may be preferred but are not strictly required.

Experience:
The position requires extensive experience, ideally at least 5-7 years, working as an Executive Assistant or in a similar role supporting senior executives. The candidate should have a proven track record of managing complex schedules, coordinating high-level meetings, and supporting strategic initiatives within an organization.

Languages:
Fluency in English is mandatory, with additional languages such as French or Arabic being highly desirable. The ability to communicate effectively in multiple languages will enhance the candidate's ability to perform in this role, especially in an international context.

Additional Notes:
This is a permanent, full-time contract position with a starting date as soon as possible. The compensation and benefits package will be in line with MSF's practices and the specific entity offering the contract. MSF is committed to fostering an inclusive culture and encourages applications from diverse backgrounds. The successful candidate will be expected to comply with the organization’s safeguarding policies and standards of professional behavior. All offers of employment will be subject to reference checks and appropriate screening checks.