Executive Administrator

The Presencing Institute (PI) is a not-for-profit organization that operates as a global network. PI builds the new capabilities required for profound societal transformation through training programs, action-research, and the development of living examples of how new forms of collective leadership, collaboration, and innovation can fundamentally shift systems.

PI offers training programs throughout the world and also through massive on-line courses (MOOCs), reaching tens of thousands of people each year and offering innovative tools for on-line/off-line learning and community-building. PI works with a growing network of partner institutions, including MIT, Synergos, the Sustainable Food Lab, United in Diversity, the GIZ Global Leadership Academy, United Nations Development Group (UNDG), UNDP, Laskeside University, FGV and FDC, which act as hubs for building capacities in different regions. PI also works directly with businesses, NGOs and government agencies to develop internal capacities for systems change, innovation and organisational transformation, as well as convening multi-sector groups to collectively address shared challenges.

PI works with a geographically dispersed leadership team that works together to develop and lead PI’s vision and programs. The main management and support hubs are in Boston and Berlin. For more information on PI, visit us at: https://www.presencing.org/#/

PI is looking for an 

Executive Administrator

Job Purpose

The role of Executive Administrator serves two primary functions:

• provides administrative support to one of PI’s founders, managing his intensive diary of external events and meetings, supporting on correspondence and relationship management, and managing his calendar in relation to the wider PI calendar of activities
• provides administrative support on PI’s global operations and logistics. This includes management of the global team calendar, support of event logistics, and support to day to day administration.

The Executive Administrator is a key member of the global team, helping to keep a geographically dispersed team connected. The Executive Administrator will hold a range of duties, listed below.

Director Administration

• Support diary management for one of the PI founders
• Research, organise and book travel arrangements, preparing accompanying travel documents, meeting papers and other relevant information
• Provide administrative support ahead of meetings and events
• Liaise with key contacts for events and in support of institutional relationships (general correspondence, replying to information requests)

Management Team Support

• Schedule team calls
• Develop & maintain global calendar of PI external events & team meetings

Operations and Logistics

• Coordinate event logistics, with a lead role on global team events (specific program events are largely supported by the relevant delivery team).
• Occasional logistics support to specific programs.

General Administration

• General administration, including undertaking the following tasks:
  • being a first point of contact for enquiries
  • maintaining physical and electronic files; data security
  • dealing with mail and routine correspondence
• Develop and maintain electronic filing systems and ensure efficiency in information management
• Coordinate distribution of PI publications.

Finance Administration

• Provide basic finance administrative support, managing the documentation of credit card expenses and personal expenses

Skills and Experience

The Executive Administrator will have the following skills, experience and interests:

• Executive administrative experience gained at a similar level.
• Faultless diary management skills.
• Attention to detail.
• Ability to work with complex, cross-institutional projects and overseeing the administration of multiple projects.
• Strong communications and inter-personal skills.
• Experience of working to deadlines and under pressure, juggling multiple priorities.
• Ability to maintain spreadsheets (Excel), databases and electronic filing systems.
• Ability to use Word and Powerpoint to create and edit documents.
• Flexibility, problem solving and good judgement.
• An interest in working in a small, dynamic social enterprise that makes the world a better place.
• Fluent written/spoken English; fluency in German, Chinese (and/or other languages) desireable.

Terms and conditions

• Full-time position, with flexible working arrangements. Note that this post occasionally requires evening and weekend meetings and additional hours given PI’s global team and our spread across multiple timezones. It is expected that the post-holder will generally work a 40-hour week, managing their own time within this schedule, and will be paid for any overtime they may accrue in particularly busy periods.
• Virtual working arrangements: the PI team all work from their own offices/homes/public workspaces. In some circumstances, PI will pay for the use of a public workspace.
• Location: The post will be based in one of PI’s management hubs: Boston or Berlin.
• Pay & Benefits: PI offers a competitive salary within the NGO/non-profit sector.
• All other terms and conditions are outlined in the contract of employment.

Applications

To apply, please send resume and cover letter to: applications@presencing.com.

Closing date: 19 September 2018

EducationPolicy & AdvocacySocial Innovation Presencing Institute: Executive Administrator The Presencing Institute (PI) is a not-for-profit organization that operates as a global network and builds the new capabilities required for profound societal transformation. English Presencing Institute www.presencing.org/#/ Non-profit Job (Full-Time) CommunicationsAdministrationEvent ManagementAccounting/Finance 1537308000 Berlin, Germany EducationFinancesjobseekerSocial InnovationAdministrationManagementNonprofit ManagementProject ManagementSocial Innovation applications@presencing.com 1537394400 Default Image 1 Basic Leitende*r Administrator*in pi_executive_administrator_job_description_final.doc Berlin, Deutschland