Purpose of the Job
Ensure the efficient and effective operation of the Foundation, with a focus on core governance functions, office management, and support to both portfolio and engagement teams. The role is responsible for managing the Foundation’s governance processes and enabling smooth day-to-day operations.
Responsibilities
Foundation Governance Administration
* Coordinate and execute all administrative topics required for annual reporting to federal authorities.
* Prepare and organize Board meetings and related documentation.
* Manage travel arrangements for governance and leadership meetings.
* Act as liaison to the Managing Director on all administrative tasks related to Foundation governance.
* Maintain accurate and comprehensive records to support digital knowledge management.
Office Management
* Handle all Foundation correspondence and documentation.
* Assist in the planning and execution of office-related projects and internal events.
* Support stakeholder and donor management activities.
* Assist in organizing Foundation representation at external engagement events.
* Support in budget preparation, invoice processing, and expense tracking.
* Help manage and improve IT tools and systems to enhance operational capacity.
Your profile
* Minimum 3 years in a relevant administrative or operations role, preferably in an international environment.
* Fluent in English and German (written and spoken).
* Knowledge of financial and project management tools.
* Advanced MS Office skills (Excel, Word, Outlook, PowerPoint); willingness to learn new tools.
Competencies
Personal Competencies
* Highly organized, structured, and efficient with strong planning and implementation skills.
* Proactive mindset with a high level of self-management and initiative.
* Exceptional attention to detail, accuracy, and reliability.
* Genuine interest in Foundation work and a drive for operational excellence.
Social Competencies
* Strong interpersonal skills; friendly and engaging personality.
* Collaborative team player who enjoys working with diverse internal and external stakeholders.
* Cosmopolitan with strong cross-cultural awareness and sensitivity.
Leadership Principles
Leading Self : Curious learner, committed, and self-driven.
Leading System : Focused on priorities, continuously seeking improvements.
Professional Competencies
* Proven experience in Foundation or nonprofit operations in an international context.
* Comfortable with budget handling and cost-conscious decision-making.
* Experience working in or with international organizations or corporations.
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