[CivilSoc] IREX/Executive Assistant to the Director/Moscow, Russia

[Stephanie Hoke]

INTERNATIONAL RESEARCH AND EXCHANGES BOARD
RUSSIAN FEDERATION
TITLE: , Partnerships & Training Division  (Native Russian)
REPORTS TO: Director, Partnerships & Training Division (PTD), Russian
Federation Representative Office
POSITION LOCATION: Moscow, Russia. 
ABOUT IREX: IREX is an international nonprofit organization dedicated to the
advancement of knowledge. Central to its mission is the empowering of
individuals and institutions to participate meaningfully in civil society.
IREX administers programs between the United States and Eastern Europe, the
New Independent States (NIS), Asia, and the Near East.
ABOUT IREX IN RUSSIA:  In the ten years that IREX has operated on the ground
in Russia, thousands of young professionals, business entrepreneurs,
representatives of the media, educational reformers, graduate students,
change makers, as well as leading NGOs, government and private institutions
have taken part in exchanges, internships, joint projects, courses,
conferences, grants programs and Internet training offered by IREX. These
activities enable growth and new perspectives for individuals and key social
institutions.
IREX/RF has four offices, in Moscow and in three other regions. The nearly
60 staff are citizens of Russia and the United States. IREX projects are
funded by the US government (US Information Agency, US Agency for
International Development, US Department of State, National Endowment for
the Humanities), private foundations, corporations and international
institutions. 
IREX fosters excellence in services to internal and external customers and
encourages all staff to continuously improve the systems and processes that
are essential to our work.
SUMMARY OF POSITION
The Executive Assistant provides liaison, coordination, analysis and support
for activities originating in the Director, PTD office. The focus for the
Director, PTD is on funder relations, program management, and development of
new programs/new funders.  Must be able to work cooperatively with all
groups:  staff, funders and Russian partners up to the level of minister.
Responsibilities:
1. 	Handle confidential and sensitive information relating to the
functions of IREX.
2. 	Coordinate or assist in coordination of events, meetings,
receptions, conferences and other activities initiated by the Director, PTD
3. 	Make appointments and track schedules for the Director, PTD.
4. 	Draft routine correspondence and engage in document production (such
as reports, tables, press releases); mail merges
5. 	Create and maintain information in databases and other sophisticated
storage and retrieval systems; data entry
6. 	Translation (both English to Russian and Russian to English)
7. 	Attend certain internal/external meetings and keep minutes as
directed.
8. 	Conduct research and gather information to assist Director, PTD in
decision-making, briefings and long-term planning.
9. 	Liaise closely with managers, staff, funders, Washington DC
colleagues and consultants in the office, as well as in the field. 
10. 	Make travel and transport arrangements
11. 	Compile expense and travel reconciliation reports
12. 	As directed, handle email, telephone and fax correspondence with
colleagues, partners, funders, etc.
Qualifications:
1. 	Higher education degree.
2. 	Native Russian, excellent English. Must be able to read long texts
in formal English, conduct business conversations and create texts in both
Russian and English.
3. 	Well-developed traits of collegiality, diplomacy and tact.
Experience working in a multi-cultural setting.
4. 	Two years work in similar position in a western organization or have
experience with all elements of this position, preferably for an NGO.
Proven ability to handle confidential material and experience in drafting
and handling Russian business correspondence/documents.
5. 	Well organized, able to prioritize tasks and handle details in a
fast paced setting, without losing sight of goals. Able to work on own
initiative with minimal supervision.
6. 	Excellent computer skills - Word, spreadsheets, Internet, databases;
also some desktop publishing experience desirable.
7. 	Creative problem solver
Resume and cover letter to: 
Olga Vlasova, IREX
Fax: (095) 956-0979    E-mail: ovlasova@irex.ru
Subject: Executive Assistant to Director