Personal Assistant to CEO / Pending Donor Approval

1. Position Purpose

The Personal Assistant to the CEO provides high-level administrative, organizational, and coordination support to the Chief Executive Officer of Aid Gate Organization (AGO), ensuring efficient management of the CEO’s schedule, meetings, communication, documentation, and follow-up with internal departments and external stakeholders.

The role supports the CEO in managing daily operations, organizing meetings, preparing official correspondence, coordinating with donors, partners, government entities, and project teams, and ensuring that decisions and instructions from the CEO are properly communicated and followed up.

The position requires a high level of confidentiality, professionalism, organization, and communication skills, and involves close coordination with all departments including Programs, Finance, HR, Logistics, MEAL, and external partners.

The position is based in Erbil and may require travel to field locations, government offices, donor meetings, and partner organizations when required.

2. Key Duties and Responsibilities

2.1 Executive Support and Schedule Management

• Manage the daily schedule of the CEO, including planning meetings, appointments, travel, and official visits.
• Organize and maintain the CEO’s calendar to ensure proper time management and prioritization of tasks.
• Arrange internal and external meetings, ensuring that all participants are informed and prepared.
• Prepare meeting agendas, background documents, and briefing materials.
• Ensure that meeting invitations, confirmations, and reminders are sent on time.
• Follow up on meeting outcomes and ensure that action points are implemented.
• Organize official visits, missions, and field trips for the CEO.
• Assist the CEO in managing multiple tasks and priorities.
• Ensure smooth daily workflow of the Executive Office.
• Maintain confidentiality of all executive information.

2.2 Communication and Correspondence

• Prepare official letters, emails, and correspondence on behalf of the CEO.
• Draft responses to internal and external communication when requested.
• Receive and review incoming emails and messages and organize them according to priority.
• Ensure that urgent communication is brought to the attention of the CEO.
• Maintain records of official communication.
• Communicate with donors, partners, government offices, and staff as instructed.
• Translate documents or messages when required.
• Ensure professional communication in both Arabic and English.
• Maintain contact lists for partners and stakeholders.
• Support preparation of official announcements and memos.

2.3 Meeting Coordination and Minutes

• Organize internal meetings, management meetings, and external meetings.
• Prepare agendas in coordination with the CEO.
• Attend meetings when requested and record minutes.
• Prepare meeting minutes and share with participants.
• Follow up on decisions taken during meetings.
• Maintain records of meeting minutes.
• Ensure that departments provide required updates before meetings.
• Coordinate logistics for meetings and workshops.
• Ensure meeting documents are properly filed.
• Support preparation of presentations when required.

2.4 Coordination with Departments

• Follow up with Program, Finance, HR, Logistics, MEAL, and other departments on tasks assigned by the CEO.
• Ensure that instructions from the CEO are communicated clearly.
• Track progress of tasks assigned to departments.
• Collect updates from departments when requested.
• Prepare summaries for the CEO.
• Ensure deadlines are respected.
• Assist in resolving coordination issues.
• Support communication between departments.
• Monitor implementation of decisions.
• Provide regular updates to the CEO.

2.5 External Relations and Collaboration

• Coordinate meetings with donors, government entities, partners, and stakeholders.
• Prepare documents required for official meetings.
• Support preparation of agreements, MoUs, and official letters.
• Maintain contact with external partners when instructed.
• Assist in organizing official events and visits.
• Coordinate communication with ministries and authorities.
• Support preparation of reports for donors.
• Assist in organizing conferences, workshops, and events.
• Maintain records of external communication.
• Represent the Executive Office when requested.

2.6 Documentation, Filing, and Record Keeping

• Maintain organized filing system for CEO documents.
• Store letters, reports, agreements, and official documents.
• Maintain both electronic and hard copy files.
• Ensure that documents are easy to find when needed.
• Prepare files for meetings and reports.
• Maintain archive of official correspondence.
• Ensure confidentiality of sensitive documents.
• Support preparation of reports.
• Maintain records of approvals.
• Assist in document translation when required.

2.7 Travel and Mission Support

• Arrange travel for the CEO including tickets, hotel, and transportation.
• Prepare travel schedules.
• Coordinate with logistics for travel arrangements.
• Prepare mission files.
• Support preparation of travel reports.
• Assist during field visits.
• Coordinate meetings during missions.
• Ensure documents are ready before travel.
• Follow up on mission outcomes.
• Maintain travel records.

2.8 Reporting and Follow-up

• Prepare summaries of activities for the CEO.
• Assist in preparing internal reports.
• Support preparation of donor reports when required.
• Collect information from departments.
• Prepare briefing notes.
• Follow up on pending tasks.
• Maintain tracking lists.
• Prepare updates for management.
• Support proposal preparation when requested.
• Ensure deadlines are respected.

2.9 Confidentiality and Professional Conduct

• Maintain strict confidentiality of all information.
• Handle sensitive documents carefully.
• Follow AGO policies and procedures.
• Ensure professional behavior at all times.
• Respect organizational hierarchy.
• Report issues to CEO when required.
• Avoid conflict of interest.
• Maintain integrity and trust.
• Follow safeguarding rules.
• Represent the organization professionally.

3. Qualifications and Requirements

Education

Bachelor degree in Business Administration, Management, International Relations, Law, or related field.

Experience

• Minimum 3–5 years of experience in administrative support, executive support, or coordination.
• Experience with NGO / INGO preferred.
• Experience working with senior management preferred.
• Experience in Iraq preferred.
• Experience in donor projects is an advantage.

Skills

• Strong organization skills
• Strong communication skills
• Good writing skills
• Good computer skills
• Ability to work under pressure
• Ability to manage multiple tasks
• High level of confidentiality
• Good coordination skills
• Professional attitude

Languages

• Fluent Arabic required
• Good English required
• Kurdish is an advantage

Interested applicants must apply via the link below

https://aidgateorganization.org/form/form.php

Note:

• Applications not meeting the specified minimum requirements may not be considered.
• The CVs received after the closing date may not be considered.
• Shortlisted candidates will be contacted for an interview that may include a written test of communication and writing skills.

Due to the nature of AGO work activities, AGO demand its employee to have the highest discretion and flexibility qualities. AGO can anytime according to the needs of his mission, and change the work location of his employee. AGO can at any time update tasks on this Job Description according to the evolution of the program or strategy changes. The above-listed tasks are not exhaustive, the employee can be asked to undertake other tasks by the employer according to the competencies, to work over settings time.

• Female candidates are strongly encouraged to apply.
• Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.