About ENoLL
The European Network of Living Labs (ENoLL) is an international organization connecting and promoting Living Labs worldwide. Living Labs are real-life innovation environments fostering user-driven solutions in sectors such as health, environment, digital transformation, urbanization, and social inclusion. As a central hub for global knowledge sharing, capacity building, and collaboration, ENoLL brings together a diverse community dedicated to impactful, innovation-driven change.
Job Overview
We are seeking a highly motivated, responsible, and detail-oriented Executive Assistant to provide critical administrative, operational, and office management support to both the Director and the President of ENoLL. Working in a multicultural, flexible, and fast-paced environment, this role will support the leadership with day-to-day administrative needs, assist with mission organization, and handle selected office duties. The ideal candidate will be proactive, adaptable, and comfortable managing multiple responsibilities with a commitment to professionalism and confidentiality.
Key Responsibilities
Executive Support to the Director:
- Provide top-tier administrative support to the Director and President, managing their calendars, scheduling meetings, and coordinating meeting logistics.
- Act as a reliable point of contact for internal and external communications on behalf of the Director and President, ensuring a high level of discretion and confidentiality.
- Prepare, proofread, and organize materials, presentations, and reports for meetings and events.
Mission & Travel Coordination:
- Organize and coordinate travel arrangements for the Director and President, including booking flights, hotels, and local transportation.
- Prepare comprehensive travel itineraries and ensure all required documents, visas, and logistics are in place.
- Manage and report expenses related to travel, preparing timely and accurate reimbursement reports.
Office Management:
- Serve as the primary contact for the co-working space, coordinating any office-related needs and maintaining a functional workspace.
- Oversee office supplies, handling restocking and vendor management as necessary.
- Maintain a budget for office expenses, ensuring efficient allocation and tracking to support operational needs.
- Assist in organizing team activities, including small events, workshops, or gatherings, and ensure smooth logistics for in-office and remote attendees.
Cross-Functional Support:
- Provide support to the Director and President for cross-functional projects, as needed, liaising with internal teams to ensure timelines and priorities are met.
- Coordinate with staff across various departments to support leadership goals and help streamline workflows.
Documentation:
- Maintain organized digital records, files, and documentation, ensuring quick retrieval for leadership needs.
- Track important deadlines, follow up on action items, and provide timely reminders for the Director and President.
Requirements
- Education: Bachelor’s degree in Business Administration, Communications, Office Management, or a related field.
- Experience: Minimum of 3-5 years of experience in an Executive Assistant or Office Management role, preferably in an international or multicultural organization.
- Skills:
- Strong organizational skills, with a proactive approach to multitasking and a high level of attention to detail.
- Ability to work independently in a dynamic, flexible environment.
- Excellent written and verbal communication skills in English (additional EU languages are a plus).
- Proficiency in Microsoft Office Suite,
- Cultural awareness and interpersonal skills, with the ability to work effectively with diverse, international teams.
Why Join ENoLL?
- Impactful Work: Contribute to projects with a meaningful societal impact across global sectors.
- Flexible Work Environment: Enjoy a positive, inclusive workplace that values work-life balance and personal growth.
- Multicultural Team: Collaborate with an international, multicultural team dedicated to innovative change and diversity.
Application Process
Please submit your resume and a cover letter detailing your relevant experience and why you are interested in joining ENoLL. Applications should be sent to [email protected] with the subject line “Executive Assistant to the Director Application – [Your Name]”.
Application Deadline: 4 December 2024
