Executive/ Team/ Project Assistant

Â:
SOS Children's Villages, founded in 1949 by Hermann Gmeiner, is the world's largest non-governmental organization focused on supporting children and young people without parental care, or at risk of losing it.

Child neglect, abuse and abandonment is everywhere. Families are at risk of separation. Locally led, we work in more than 130 countries and territories to strengthen families who are under pressure so they can stay together. When this is not in a child or young person's best interests, we provide quality care according to their unique needs.

Together with partners, donors, communities, children, young people and families, we enable children to grow up with the bonds they need to develop and become their strongest selves. We speak up for each child's rights and advocate for change so all children can grow up in a supportive environment.

**Location**:Vienna, Austria
**Duration**: Limited position for 6 months, Full-time

**Mission**

The Executive Assistant role supports the Head/ International Director or team to manage administrative, financial, HR and IT matters related to one of our Directors, teams or ongoing projects. The role helps to ensure that staff based in and outside of Austria complies with relevant HR duties and rights, administers and plans the budget within frame and deadlines, utilizes IT and Sharepoint tools for virtual collaboration across locations and our Federation clients. The incumbent organizes and facilitates meetings and participates in meetings within SOS Children’s Villages International when relevant for the function. He/she/they support the Head/ International Director /International Director with preparation of key documents and presentations as needed.

**Tasks & Responsibilities**
- Supports the Head/ International Director and team members based in and outside of Austria to comply with relevant HR duties and rights, including working time sheets, leave requests, assistance with D365 system, updated organigram in the IT and Sharepoint system, liaison with HR where deemed necessary.
- Organises and supports the preparation of meetings for the Head/ International Director. Maintains a calendar and documentation system for team and Network meetings, and participates in meetings within SOS Children’s Villages International to help with facilitation when relevant for the function.
- Supports the Head/International Director and their teams to fulfil administrative and financial requirements for smooth running.
- This includes preparation for Finance and Controlling monitoring cycle, budget planning and monitoring, invoice processing, update and implementation of the team’s financial guidelines, liaison with Finance department in Innsbruck and in the GSC offices outside of Austria.
- The incumbent supports the Head/International Director with preparation of key content for documents, presentations and the team’s presence on Sharepoint as needed.

**Requirements**:

- University degree in Business Administration, Human Resources, Law or other relevant fields.
- At least 2 years of proven relevant professional experience in relevant settings (i.e. office assistant, executive assistant)
- Excellent prioritization skills, effective use of own resources and staying calm and focused when complex tasks with a tight deadline are required
- Positive and solution-oriented hands-on working style with ability to deliver high-quality results
- High level of integrity and discretion in handling confidential and sensitive information
- Excellent English communication skills in written and verbal.
- Highly proficient in the use of standard software such as MS Excel, Word, PowerPoint, Outlook, Sharepoint etc. as well as virtual collaboration tools
- Good budget management skills
- A valid Austrian working permit or eligibility to work within the EU

**We offer**
- A diverse range of interesting tasks in a leading INGO multicultural working environment
- As a responsible employer we provide a range of training schemes and encourage educational enhancement
- A salary that will be commensurate with experience and qualifications
- 14 salaries/year
- Flexible working hours (core times 9-12am)
- Overtime - does not get lost and can be taken as hours off
- Home-office possibility
- Possibility to work from abroad max 25% of your working time
- 25 days of paid annual leave
- Choice between Innsbruck and Vienna office
- A limited employment contract
- Possibility for future horizontal and vertical career moves