Executive Assistant

1. Position Purpose

The Executive Assistant provides direct, structured, confidential, and high-level support to the Executive Director.

The position is responsible for managing the Executive Director’s daily schedule, priorities, meetings, communications, follow-up actions, official visits, events, and other matters related to the Executive Office.

The Executive Assistant acts as the main coordination and follow-up point for matters related to the Executive Director’s work, ensuring that his commitments, decisions, and priorities are properly organized and followed up.

The role also supports official protocol, high-level meetings, events, visits, and organizational representation. The Assistant should have a good understanding of professional protocol and be able to coordinate or represent the Executive Director when formally delegated.

2. Core Responsibilities
3. Executive Schedule & Priority Management

• Manage and maintain the Executive Director’s daily, weekly, and monthly calendar.
• Coordinate meetings, appointments, visits, events, and official engagements.
• Organize and prioritize incoming requests requiring the Executive Director’s attention.
• Ensure the Executive Director is informed of upcoming meetings, deadlines, and commitments.
• Prepare daily or weekly schedules and reminders as required.
• Reschedule and coordinate appointments based on priorities and the Executive Director’s availability.
• Maintain an overview of pending matters requiring decisions, approvals, or follow-up.

1. Executive Office & Follow-Up

• Manage the daily workflow and coordination of the Executive Director’s Office.
• Act as the main coordination point between the Executive Director, internal departments, and external stakeholders.
• Track decisions, commitments, and tasks assigned by the Executive Director.
• Follow up with relevant staff and departments on pending actions and deadlines.
• Prepare regular summaries of pending issues and follow-up actions.
• Ensure that important tasks and commitments are not overlooked.
• Collect relevant information and updates required by the Executive Director.

1. Meetings, Briefings & Communication

• Coordinate meetings chaired or attended by the Executive Director.
• Prepare meeting agendas, supporting documents, briefing notes, and background information.
• Attend meetings when required and prepare meeting notes or minutes.
• Record key decisions and action points and follow up on their implementation.
• Draft official emails, letters, correspondence, reports, and other documents as required.
• Coordinate internal and external communication on behalf of the Executive Director.
• Ensure all communication is professional, accurate, timely, and confidential.

1. Protocol, Events & Official Visits

• Coordinate official meetings, events, workshops, visits, and external engagements.
• Support the preparation of meetings with donors, partners, government representatives, and other stakeholders.
• Coordinate event arrangements, invitations, guest lists, venues, meeting rooms, and other logistical requirements.
• Ensure appropriate professional protocol is followed during official events and visits.
• Coordinate with relevant departments to ensure the Executive Director is properly prepared and supported.
• Organize travel arrangements and supporting documents when required.
• Follow up on action points and commitments resulting from visits and events.

1. Delegated Representation & Coordination

• Attend meetings, events, and coordination activities on behalf of the Executive Director when formally delegated.
• Communicate approved messages and decisions clearly and professionally.
• Represent KOHRW in a professional manner and in accordance with delegated authority.
• Collect information and report back to the Executive Director following delegated engagements.
• Escalate matters that require the Executive Director’s decision or guidance.

1. Documentation & Confidentiality

• Maintain organized physical and digital filing systems for Executive Office documents.
• Ensure important correspondence, decisions, meeting records, and documents are properly archived.
• Maintain accurate records of pending requests, approvals, decisions, and commitments.

Handle all Executive Office information with strict confidentiality and professionalism.

1. Executive Office Administration

• Draft and prepare official letters, correspondence, requests, reports, and other administrative documents on behalf of the Executive Director.
• Manage and maintain records of official incoming and outgoing correspondence related to the Executive Director’s Office.
• Coordinate administrative requests and approvals requiring the Executive Director’s review or signature.
• Prepare documents, forms, and supporting information for the Executive Director’s approval.
• Ensure proper registration, filing, and archiving of official Executive Office documents.
• Coordinate administrative arrangements with relevant departments to ensure timely completion of Executive Office requirements.
• Maintain organized physical and digital files for official correspondence and Executive Office documentation.
• Follow up on official letters, requests, and correspondence requiring action or response.

3. Authority & Delegation

The Executive Director Assistant has the authority to:

• Coordinate the Executive Director’s schedule and appointments.
• Request information and updates from relevant staff and departments regarding matters related to the Executive Office.
• Follow up on tasks assigned by the Executive Director.
• Coordinate meetings, events, visits, and official engagements.
• Prioritize incoming requests based on urgency and the Executive Director’s priorities.
• Represent the Executive Director or KOHRW when formally delegated.
• Escalate urgent or unresolved matters to the Executive Director.

The Executive Assistant does not have independent decision-making authority on behalf of the Executive Director unless such authority is formally delegated.

Education

• Bachelor’s degree in Business Administration, Management, International Relations, Public Administration, Communications, or a related field.

Experience

• Minimum of 3–5 years of relevant professional experience in executive assistance, office management, coordination, administration, protocol, or a similar role.
• Previous experience supporting senior management or executive-level leadership is strongly preferred.
• Experience in NGOs, international organizations, government institutions, or the development sector is an advantage.
• Experience in organizing official events, meetings, and stakeholder engagements is preferred.

Languages

The candidate must have excellent written and verbal communication skills in all three languages:

• English – Fluent
• Arabic – Fluent
• Kurdish – Fluent

The candidate must be able to speak, write, draft, translate, and communicate professionally in English, Arabic, and Kurdish.

Required Competencies

• Excellent organizational and time-management skills.
• Strong ability to manage multiple priorities and deadlines.
• Excellent follow-up and coordination skills.
• Strong written and verbal communication skills in English, Arabic, and Kurdish.
• Professional understanding of general protocol and organizational representation.
• Ability to draft professional correspondence, reports, and meeting documentation.
• High level of confidentiality, discretion, and professionalism.
• Strong interpersonal skills and professional judgment.
• Ability to work independently and under pressure.
• Proficiency in Microsoft Office and digital scheduling tools.
• Strong attention to detail.

Key Non-Negotiables

• Full confidentiality regarding Executive Office matters.
• Accurate and professional management of the Executive Director’s schedule.
• Timely and consistent follow-up on decisions, commitments, and assigned tasks.
• Professional conduct when representing the Executive Director or KOHRW.
• Full proficiency in English, Arabic, and Kurdish, both spoken and written.
• High standards of organization, reliability, and accountability.
• No disclosure of confidential information without authorization.

Strategic Contribution

The Executive Director Assistant contributes to KOHRW’s effectiveness by:

• Improving the Executive Director’s time management and workflow.
• Ensuring effective follow-up on decisions and commitments.
• Strengthening coordination between leadership, departments, and external stakeholders.
• Supporting professional organization of meetings, events, visits, and official engagements.
• Supporting the professional representation and image of KOHRW.
• Enabling the President & Executive Director to focus on strategic leadership and organizational priorities.

Interested and qualified candidates are kindly invited to submit their updated CV in PDF format to:

To: hr@kohrw.org 
CC: info@kohrw.org 

Please use “Executive Assistant” as the subject line of your email.

Please note that, in order for an application to be considered, candidates must follow the application requirements below:

● The CV must be submitted as a PDF attachment. CVs submitted in any other format will not be accepted.
● Please attach the CV directly to the email. Links to CVs or online documents will not be accepted.
● The email subject line must clearly state “Executive Assistant.” Applications without the required subject line will not be considered.
● Applications that do not meet the above requirements may not be considered as part of the recruitment process.
● The application deadline is 18 September 2026. Applications received after the deadline will not be considered.
● Only shortlisted candidates will be contacted for the next stage of the recruitment process.

We appreciate your interest in joining KOHRW and look forward to receiving your application.