Executive Assistant

The Executive Assistant reports to the Executive Director.The role provides efficient and continual support to all departments. Priorities and workload will be adapted based on specific needs from these departments and as agreed with the line manager.Tasks & ResponsibilitiesAdministrative and HR support* Support in drafting, editing and disseminating administrative communication towards Geneva and Federal authorities. * Support in drafting, editing and disseminating administrative communication towards our partner organisations and auditors. * Support in purchase processes and recruitments, including documented preparation to support selection processes and administrative follow-up. * Contribute to maintaining and improving information management via HQAI’s digital platform (odoo), Cloud system and manual filing systems. * Pro-actively handle and dispatch incoming phone calls, standard mail and e-mails on [email protected] address. * Respond to any other specific requests, for administrative and HR-related support across departments.Assistance to the Senior Management Team (SMT)* Draft, edit and disseminate meeting minutes of internal, governance and donor meetings. * Support HQAI’s direction in organising travel and logistical arrangements in line with internal rules and donor requirements. * Support with updating administrative information for Governance members, keep tracking documents up to date, liaise with IT regarding licenses, access rights, and related matters. * Support with organisation of governance meetings, elections and working groups. * Flexibily support any other SMT requestCommunication support* Organisation and management of internal and external events, both online and onsite (meetings, trainings, exhibitions) * Regular website updates upon request from Quality Assurance or Communication department * Support the Communications department in bespoke external / internal communication activities * Support in maintaining professional tools and templates according to HQAI’s Style Guide (includes formatting of documents in standard Office formats)Professional knowledge, experience and competencies1. An administration degree, business management, or other related field. 2. At least 2 years of experience in administrative, secretarial, or personal assistant roles. 3. Tech-savvy: excellent knowledge of Microsoft Office Suite, Information Management systems such as odoo, Apple and PC environment, solution-oriented understanding of IT issues. 4. Self-reliant and open-minded. 5. Excellent problem-solving skills with attention to details and aesthetics. 6. Pro-active, organised, hard-working and reliable individual and work style. 7. Team player with good interpersonal and organisational skills, experienced in working in multi-cultural environments. 8. Excellent written and spoken English. French an asset (can however be compensated by experienced command of AI).HOW TO APPLYInterested candidates should submit their application file (in English) by email to: [email protected] accept applications from persons living in the following countries: Albania, Kosovo, Bosnia and Herzegovina, Hungary, UkrainePlease email your CV, a cover letter, the names of two references, and mention the job opening title in the subject line. References will not be contacted before the end of the selection process. Deadline for applications: April 12th, 2026.Please note that HQAI practice a reference check through the Misconduct Nondisclosure Scheme (MDS) for all new employees. By applying to the opening position inside HQAI, you agree in advance to this reference check. For more information on MDS, please visit https://misconduct-disclosure-scheme.orgDue to the expected high volume of applications, only shortlisted candidates will be contacted. If you don’t get any return from HQAI within six weeks after the closing date, please consider that you have not been selected.Please consider that HQAI does not have a registered office in the countries above and the contractual engagement will be managed with an Employer of Reference (EOR), such as OYSTER for example, to ensure all legal employment requirements are fulfilled. The gross salary range for this position is 1100-1300 CHF.