Executive Administrator - Immediate Start Executive Administrator - Immediate Start

Amna means safe in Arabic – representing the core of our work – supporting communities and frontline workers to bring non-clinical mental health support to every person affected by war, conflict and displacement. Our mission is to build community capacity for healing. Our vision is a world where refugees can determine their future unbounded by the impacts of conflict and displacement. We partner with local organisations and institutions working with displaced communities to set up psychosocial healing services in which individuals and groups can discover and connect to practices that promote their healing and wellbeing. We invest in and train people within these organisations to provide this support, and we help partners build psychosocial interventions in collaboration with refugee communities – all with a values-based, trauma-sensitive and identity-informed approach. We connect partners through our global healing network of peer organisations to exchange learnings and enhance their practices as the network strives to support forcibly displaced communities around the world. They will be expected to adhere to and promote Amna’s Safeguarding Policies as they will be involved and responsible for programmes working with children and vulnerable groups in different settings. The Executive Assistant (EA) will provide high-level administrative support to Amna’s CEO, Senior Leadership Team (SLT) and Board of Trustees. This includes administrative help such as managing calendars, drafting communications and briefings, planning, and organising meetings, inbox support, travel, office administration and personal assistance. It also includes working on and managing special projects including research, data analysis, preparation for public speaking, writing and research. This dynamic and creative position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The ideal candidate will have excellent communication skills including strong written and verbal skills, the ability to work with little supervision, and manage simultaneous priorities within the leadership team. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s and SLT members style and Amna’s values and policies. Work with the Senior Leadership Team to coordinate the CEO’s outreach activities. Writing and managing documentation and data sets for the CEO and SLT as needed, including briefing papers, correspondence and talking points. Leading and managing special projects including research for Amna’s, CEO’s and SLT’s contribution to future books, podcasts and articles. Admin and travel management: Ensure compliance with organizational policies and procedures in all administrative functions Assist in the preparation and execution of organizational events. Research and propose the most efficient and cost-effective travel options, including flights, trains, and accommodations. Secure necessary travel documents, such as visas, passports, well in advance. Prepare detailed travel itineraries, including transportation, accommodation, meeting times, and addresses. Book accommodations that suit the requirements of the trip, ensuring comfort and proximity to meeting venues. Manage group bookings for team members traveling together to streamline costs and logistics. Handle travel expense reports, ensuring compliance with Amna policies and timely reimbursement. Occasional travel may be required. Organize tailored training sessions for Board members. Assist Board members with travel expense claims and ensure accurate processing. Edit and format Board papers to ensure consistency and professionalism. Plan and execute Trustees’ regulatory obligations, including registering them with appropriate bodies. Minimum of 4-7 years of progressively responsible and diversified administrative experience, experience as an Executive Assistant or similar role. Excellent research skills and experience in writing briefing papers Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. Legal understanding or experience with the Charity Commission is preferred. Staying calm under pressure and adjusting to shifting priorities. Emotional intelligence: Commitment to Diversity, Equity, and Inclusion Amna is committed to fostering a diverse and inclusive workplace where all employees are valued, respected, and empowered to contribute their unique perspectives and talents. As an equal opportunity employer, we do not discriminate on the basis of race, religion, color, ethnicity, sex, gender, sexual orientation, age, marital status or disabilities status. Applications are strongly encouraged from people with personal or family lived experience as refugees and displacement. For more information on Amna\’s work please visit our website: Expected start date as soon as possible.