EXECUTIVE ASSISTANT AND EVENT LOGISTICS OFFICER

ABOUT GAIA

GAIA is a worldwide alliance of more than 800 grassroots groups, non-governmental organizations, and individuals in over 90 countries whose ultimate vision is a just, Zero Waste world built on respect for ecological limits and community rights, where people are free from the burden of toxic pollution, and resources are sustainably conserved, not burned or dumped.  We recognize that our planet’s finite resources, fragile biosphere, and the health of people and other living beings are endangered by polluting and inefficient production practices, and health-threatening disposal methods. Because of this, we oppose incinerators, landfills, and other end-of-pipe interventions. Our goal is clean production and the creation of a closed-loop, materials-efficient economy where all products are reused, repaired, or recycled.

OUR VALUES

Community Power. We recognize the knowledge and experiences of local communities and trust in their decisions

Local Solutions. Through the network, we build local-global linkages that are essential to movement-building and enhance our collective impact.

Inclusive, equity and social justice. We believe in collaboration with other movements that advance human rights and social justice globally, and champion holistic solutions that work for all people. 

Accountability. We uphold our commitments and believe in transparency and the sustainable and ethical use of resources.

Independence. Our network is non-partisan.

ABOUT YOU

We are seeking an organized, dedicated, and highly efficient Executive Assistant and Event Logistics Officer to support our Executive Director (ED). This role involves a broad range of responsibilities, including technical assistance, events management and logistics, and the management of our organization’s digital tools. The ideal candidate is a proactive problem-solver with exceptional communication skills and meticulous attention to detail.

Reporting: As the Executive Assistant and Event Logistics Officer, your direct supervisor will be the Executive Director. You will serve as the primary point of contact for the Executive Director, managing office communications to the ED, coordinating events, and administering digital tools. While collaborative interactions with other departments are expected, your core responsibilities will be aligned with the Executive Director’s directives.

Duration: This is a full-time position subject to a probationary period. It is open to individuals based in the Asia Pacific region. The Executive Assistant and Event Logistics Officer will be working in a hybrid remote setup, reporting  60% in person at the  GAIA Asia Pacific office located in Quezon City, Philippines.

Compensation and Work Environment: We offer a competitive salary plus benefits,  including healthcare package, paid vacation and sick leaves, and other similar employment protections. We take pride in our ability to support one another’s work in an atmosphere of mutual trust, transparency, and respect, and look forward to introducing the successful candidate to our welcoming and highly motivated team and members.

Responsibilities: The scope of the position includes but is not limited to the following responsibilities:

1. Assistance to the Executive Director

• Provide administrative assistance to the Executive Director, including drafting correspondence, scheduling meetings, making travel arrangements, etc.

2. Events Management and Logistics

• Plan, coordinate, and execute company events, both in-person and virtual, including logistical considerations and on-site management.
• Coordinate with vendors, exhibitors, and stakeholders during event planning.
• Track event key performance areas and identify items to work on for future events.

3. Managing the Organization’s Digital Tools

• Manage the organization’s digital tools, including communication platforms, project management tools, databases, etc.
• Train staff members on the use of digital tools and offer troubleshooting and technical support.
• Evaluate the effectiveness of digital tools, recommending changes or upgrades as necessary.

Required Qualifications:

• Bachelor’s degree or equivalent experience in business and/or office administration or related field.
• Minimum of 3 years of experience in Office Administration, Events Management, Logistics, or in similar roles.
• Proficiency in a variety of digital tools and platforms.
• Excellent organizational and event planning skills.
• Outstanding communication and interpersonal abilities.
• Ability to multitask, prioritize, and manage time effectively.
• Ability to handle confidential information with discretion.

EQUAL EMPLOYMENT OPPORTUNITY

We are committed to equal employment opportunity principles and to providing all employees with a safe work environment free from discrimination and harassment. We welcome you regardless of your gender identity, sexual orientation, ethnicity, faith, age, physical ability, or any other status unrelated to the performance of the job. People from historically marginalized groups are strongly encouraged to apply.

HOW TO APPLY

Interested candidates should their applications to jobs@no-burn.org no later than September 15, 2023.

The position will be open until filled; the first round of interviews will commence immediately. Only candidates continuing on to the first round of interviews will be contacted. The successful candidate is expected to start work by September-October 2023.