Executive Assistant (Coordinator)

Executive Assistant (Coordinator) Better Cotton Initiative
Starting date: As soon as possible
Contract Type: Open ended Salary: SEK 28,000 per month
Location: Lund, Sweden


Description
In the 2018-2019 cotton season, the Better Cotton Initiative (BCI) and its Partners have supported over 2.3 million farmers in 23 countries in adopting more sustainable agricultural practices. Thanks to these efforts, Better Cotton accounts for around 22% of global cotton production, making it the largest cotton sustainability programme in the world.
About the role
BCI is looking for a motivated individual who is interested in sustainability to join our team to provide day to day assistance to BCI’s COO and two Senior Directors.
The role will be lined managed by the CEO Office Manager, based in Geneva, Switzerland, and matrix managed by COO Lena Staafgard, and Senior Directors Damien Sanfilippo and Alia Malik. The position holder will develop a comprehensive understanding of BCI and its workings.
The assistant will provide support depending on needs around calendar management, meeting coordination, book and arrange travel, transport following up on correspondence and provide inputs and support on critical research and other projects to BCI’s COO, Senior Director of Data and Traceability and Senior Programme Director.
Chief Operating Officer Support (~35%):
The position holder will assist the COO with:
• Calendar manager and meeting booking and coordination as needed
• Meeting preparation including highlighted pre-reads for important meetings
• BCI business performance monitoring: Tracking of cross functional delivery of organisation work via Monday.com boards and providing regular summaries to COO
• Establishment and administration of a Swedish legal entity, including reporting to the relevant authorities.
Senior Director of Data and Traceability (~25%):
The position holder will assist with:
• Calendar manager and meeting booking and coordination as needed
• Regular internal reporting
• Occasional research projects
• Support email management – flagging important emails and following up directly on certain correspondence
Senior Programme Director Support (~25%):
The position holder will assist with:
• Calendar manager and meeting booking and coordination as needed
• Regular internal reporting
• Occasional research projects
• Support email management – flagging important emails and following up directly on certain correspondence Executive Group Support tasks (~15%)
• Coordinating organisational projects from the COO/EG level
• In collaboration with the CEO Office Manager, coordinate the Executive Group diary and organize meetings and appointments that enables effective use of executive time.
• In collaboration with the CEO Office Manager, coordinate the annual planning process, involving the broader BCI Leadership Team as required.
• Draft meeting agendas and coordinate on important tasks to be delivered by the Executive Group, putting in place effective processes of recording, reminding, deadline setting and following up
• Manage EG databases and filing system

To be successful candidates will have the following attributes:
Skills & knowledge:
Essential:
· University degree, and/or professional experience, in a relevant field
· Demonstrated work experience in a role with transferable skills
· Pragmatic
· Proactive attitude to problem-solving
· Fast learner, able to synthesize and understand disparate information quickly
· Discretion and trustworthiness: you will often be party of confidential information
· Excellent oral and written communication, with attentive listening abilities
· Strong project management and coordination skills: organisation, time management, ability to work independently
· Proven ability to multi-task and keep track of several projects running in parallel
· Willingness to carry out administrative tasks
· Confident using: MS Word, PowerPoint; Excel; Outlook

Desirable:
· Demonstrated ability to collaborate effectively across different teams, time zones, and contexts
· Competency in languages relevant to BCI countries, such as Mandarin, Portuguese, French, Hindi, Urdu, or Turkish
· Academic and/or professional background in sustainability, standard systems, sustainable agriculture and/or international development

Working Arrangements:
The position is full-time (40 hours per week) and will be based remotely with our COO in Lund, Sweden. The COO works partly from home and partly from a shared office space in central Lund.
Applications:
Interested applicants with the required attributes are asked to send a detailed CV (2 pages maximum) and a motivational letter (1 page maximum), in English.