Executive Assistant to Senior Management

About SEED: SEED is a women-led, local NGO in the Kurdistan Region of Iraq, dedicated to creating a thriving society by advancing social protection and human development. We support individuals, empower communities, and strengthen systems to drive lasting change and equal opportunity. With a focus on collaboration, we promote gender equality, protect children, combat human trafficking, and improve mental health and well-being. SEED’s holistic, locally-driven approach integrates transformational services, community development, training and education, and advocacy to create sustainable impact. SEED is committed to creating a just, equitable society where everyone's rights are protected, with healthy families and strong communities, and a future where everyone can thrive.

Role of the Executive Assistant to Senior Management: The Executive Assistant to Senior Management provides high level administrative and logistical support to the senior management team (SMT), including managing schedules, coordinating meetings, handling correspondence, and supporting day to day operations. The role works collaboratively with all members of the management team, staff, Board of Directors, and external stakeholders to ensure efficient communication, coordination, and execution of tasks. The Executive Assistant to Senior Management plays a key role in ensuring smooth office operations and supporting the leadership in achieving organizational priorities.

Specific Tasks:

1. Senior Management Support

• Provide high-level administrative and coordination support to the Senior Management Team (SMT).

• Manage SMT calendars, meetings, and schedules, ensuring efficient time management and prioritization.

• Act as a central coordination point between SMT members, departments, and external stakeholders.

• Follow up on SMT decisions, action points, and deadlines to ensure timely implementation.

2. Meetings & Governance Support

• Organize and coordinate SMT meetings, leadership meetings, and ad-hoc management sessions.

• Prepare meeting agendas in coordination with SMT members.

• Take accurate meeting minutes, record decisions, and circulate action points.

• Maintain an organized archive of SMT meeting records and key decisions.

3. Communication & Correspondence

• Draft, review, and manage internal and external correspondence on behalf of SMT, as requested.

• Screen, prioritize, and route incoming communications to ensure appropriate follow-up.

• Support preparation of official announcements, memos, and staff communications.

• Liaise with donors, partners, and external stakeholders when delegated by SMT.

4. Coordination & Follow-Up

• Track management requests, approvals, and pending actions across departments.

• Support coordination of cross-departmental initiatives and management priorities.

• Support staff in preparing, reviewing, and submitting documents for approval, ensuring accuracy, completeness, and compliance with organizational requirements.

• Guide staff on organizational policies, procedures, and approval workflows, ensuring clear understanding and correct application.

• Monitor progress on agreed tasks and flag delays or issues to SMT.

• Maintain trackers and logs for approvals, decisions, and follow-ups.

5. Document & Information Management

• Organize, file, and maintain confidential SMT documents, reports, and records.

• Ensure proper version control and secure storage of sensitive information.

• Support preparation and consolidation of reports, presentations, and briefing notes.

• Maintain structured electronic and physical filing systems in line with organizational policies.

6. Administrative, Events & Office Coordination

• Support logistics for management travel, organizational events, workshops, retreats, and staff activities.

• Assist in planning and coordination of internal events in collaboration with relevant teams and committees.

• Coordinate approvals, signatures, and document circulation.

• Support onboarding and offboarding processes for senior staff, as needed.

• Assist with general administrative tasks related to SMT operations.

7. Confidentiality & Professional Standards

• Handle sensitive information with the highest level of confidentiality and discretion.

• Uphold organizational policies, safeguarding standards, and code of conduct.

• Represent the SMT professionally in all internal and external interactions.

• Demonstrate and promote professional etiquette, treating all individuals with respect and dignity in all internal and external interactions.

8. Continuous Improvement & Support

• Identify opportunities to improve administrative systems and workflows supporting SMT.

• Support the introduction of digital tools and systems to improve efficiency.

• Provide flexible support to SMT during peak periods or emergencies.

• Bachelor's degree in Business Administration, Communications or a relevant field.
• At least three years of experience as an Executive Assistant or in a senior administrative role;  NGO experience a plus.
• Ability to work in a stressful setting and adapt quickly to changing environments.
• Knows how to schedule and coordinate complicated meetings, events, and travel.
• Ability to meet demanding deadlines and work under stress.
• Possesses excellent oral and writing communication skills in English, Kurdish and Arabic.
• Strong computer skills – Microsoft Outlook, Word, Excel, Google; IOS/MAC.a plus.
• Good interpersonal, communication, and teamwork skills.
• Demonstrated ability to manage projects, solve problems; resourceful.
• Experience creating systems, processes, and procedures.
• Detail-oriented, organized, and self-starting.
• Strong belief in human rights and gender equality.

• Interested candidates are invited to submit their applications via this LINK no later than February 16, 2026.         
• Applications will be accepted and reviewed on a rolling basis until the position is filled. 
• Only complete applications will be reviewed. Only short-listed candidates will be contacted.

Safeguarding Statement 

SEED staff are expected to perform job duties and responsibilities professionally, respecting SEED’s Code of Conduct and Policies. SEED is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants, or others, are treated with respect and dignity. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members as part of our commitment to a safe and harmonious work environment.