Executive Assistant

International IDEA - The International Institute for Democracy and Electoral Assistance

Executive Assistant

International IDEA - The International Institute for Democracy and Electoral Assistance

Stockholm, Sweden

The International Institute for Democracy and Electoral Assistance — The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization with a mission to advance democracy worldwide, as a universal human aspiration and an enabler of sustainable development, through support to the building, strengthening and safeguarding of democratic political institutions and processes at all levels.

We believe that democracy is a universal human aspiration and an experience that is pursued and lived in different ways around the world. Beyond the basic tenets of citizens’ choice and citizens’ political equality, the critical choices are best made and the quality of democracy is best gauged by those directly concerned: the citizens themselves. We systematically nurture an open and pluralistic understanding of democracy. This is respectful of the national context, and is in line with our non-prescriptive and non-intrusive approach, as well as with the priorities set by national actors.

International IDEA produces, shares and enables the use of comparative knowledge in its key areas of expertise: electoral processes, constitution building processes, political participation and representation, as well as on democracy as it relates to gender and inclusion, conflict sensitivity and sustainable development.

It has its headquarters in Stockholm, Sweden, and offices in the Africa and West Asia, Asia and the Pacific, Latin America and the Caribbean and Europe regions. International IDEA is a Permanent Observer to the United Nations.

The Executive Assistant supports the Secretary-General by providing high-quality administrative assistance. S/he manages the day-to-day routine of an efficient office, in a timely and professional manner. The high-profile nature of the Secretary-General’s office and the confidential nature of the work requires the incumbent to possess an extremely high level of discretion and diplomacy and excellent knowledge of protocol.

The Executive Assistant’s main duties include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings. To be successful in this role, the incumbent has excellent organizational skills, is proactive, meets deadlines and communicates effectively in multiple languages.

Duties and Responsibilities

  • Assists the Secretary-General with daily administrative duties and completes a broad variety of administrative tasks on behalf of the Secretary-General’s Office;
  • Manages the calendar of the Secretary-General; Plans appointments and events;
  • Act as the point of contact between the Secretary-General and Staff Members and external contacts;
  • Assists with the Secretary-General’s internal and external communications and correspondence, in multiple languages; Drafts reports, letters and written communication and ensures appropriate filing of SGO documents;
  • Edits and posts SGO related news-items on International IDEA’s website and intranet;
  • Responsible for the logistics of high-level meetings, including preparation and serving of refreshments and compiling and distribution of relevant documentation;
  • Ensures the administration and logistical arrangements related to internal governance meetings; Organizes meetings, seminars, conferences and workshops etc. as requested Participates if appropriate; Produces meeting minutes as required;
  • In accordance with the Travel Policy, arranges complex and detailed travel plans, itineraries and agendas, including cost control, travel requests, claims and associated tasks for the Secretary-General and the Secretary-General’s Office;
  • Processes invoices, project advance requests, project expenditure reports etc. Maintains records in the financial management system in accordance with International IDEA’s policies;
  • Supervises expenditure control in the Secretary-General’s office including analysis of expenses and deviations; Advises the Secretary-General on variations;
  • Manages the update and maintenance of confidential files and contact information; Ensures appropriate files and documents are submitted to the Central Archive; Coordinates the approval of pending documents, such as monthly time reports and leave requests, on behalf of the Secretary-General.

General Profile

  • Has specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience; With excellent knowledge of protocol, is a trusted resource internally and to distinguished visitors;
  • Has excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
  • Possesses professional level verbal and written communications skills (via phone, email and in-person);
  • Experienced in exercising discretion and confidentiality with sensitive and confidential information;
  • Adds considerable value to team-based activities in his/her unit, and likely to act as an informal resource for colleagues; collaborates with other entities of the Institute as required;
  • Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
  • Integrates a gender and diversity perspective in all activities.

Reporting Line

  • Secretary-General.

Functional Knowledge

  • Is skilled in a range of processes, procedures and systems to carry out assigned tasks or has developed deep skills in a particular area.

Operational Knowledge, skills and experience

  • Integrates a results-based approach into his/her activities;
  • Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the organization; Uses knowledge of how the team integrates with others to accomplish team objectives;
  • Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.


  • No direct people management responsibility.

Problem Solving

  • Is able to solve problems of varying degrees of complexity; approaches issues with new perspectives; analyses situations from a multitude of intervening factors.


  • Impacts the quality, timeliness and effectiveness of the function; uses discretion to modify work practices and processes to achieve results or improve efficiency.

Communication and Interpersonal Skills

  • Strong interpersonal skills and the ability to communicate effectively with a broad range of stakeholders, including staff, board members and external contacts;
  • Fluency in English and French, written and spoken; Any other widely spoken language in an International IDEA priority region (Spanish, Arabic or Swedish) would be considered an asset;
  • Acts in all assignments with personal energy and engagement.

Education and Experience

  • A minimum of five (5) years of progressively responsible experience in providing executive level support for high-level management preferably in an intergovernmental organization, state institution and/or international organization;
  • University degree or equivalent experience with a social sciences background and an interest in democracy issues;
  • Experience of working in an international environment.

Terms of Contract

  • Local Post;
  • Two (2) year fixed term appointment;
  • Salary SEK 30 202 NET.

This position is open to those legally authorized to live and work in Sweden. International IDEA will bear no costs relating to relocation of the selected candidate to the duty station.

Applying for this position

  • Applications should be submitted online no later than 24:00 (CET) 3 December 2019;
  • Applications must be sent in English.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.

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© EuroJobsites 2019

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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