Organisational Assistant (32/40 hours per week)

IKEA Foundation has a vision to create a better everyday life for the many people. We believe the two greatest threats to the future of children are climate change and poverty. It’s our mission to improve the lives of vulnerable children by enabling families to create sustainable livelihoods and fight and cope with climate change.

These are complex problems that require collaboration to drive systems change. We work in partnership to identify solutions that allow us to create the greatest impact with our funding. We value our partners because they bring knowledge and experience that we don’t have. We build long term relationships based on transparency and learning so we can course correct when things don’t go as planned.

The IKEA Foundation is funded by INGKA Foundation, owner of the Ingka Group of companies. The IKEA Foundation is independent from the retail business with a sole focus on creating brighter lives on a liveable planet through philanthropy and grantmaking. Learn more at www.ikeafoundation.org.

As Organisational Assistant you provide high-level support to governance processes at the IKEA Foundation and ensure their smooth and efficient implementation. You are responsible for liaising with the Board of the IKEA Foundation and preparing, coordinating and following up on various Committee meetings. In this role, you cater to a wide range of needs and handle many different circumstances.

You will be part of a small but enthusiastic team of people who are committed to make a difference. You will report to the Chief of Operations. The position is between 32 and 38 hours per week, based at the Foundation’s office in Leiden, the Netherlands.

Responsibilities:

• Plan, prepare, and coordinate the (Grant) Committee meetings. Ensure timely preparation and quality materials, take minutes of the meetings and follow up where necessary;
• Support the pipeline of grant proposals presented to the Grant Committee and ensure timely preparation and quality materials in collaboration with the Programmes Assistant;
• Liaise with the Board of the IKEA Foundation, provide continuous high-level support to Board members and ensure timely communication and preparation;
• Format, edit and proofread various documents and templates;
• Organize and participate in high level partner meetings. Lead the preparations for the meetings, make travel arrangements where needed, book venues and rooms, ensure catering, etc.;
• Support our Operations department with ongoing administrative requirements;
• Support planning and organising of events, including travel arrangements and
• detailed travel itineraries in coordination with other support functions;
• Prepare the organisation-wide yearly calendar with a focus on the annual grant
• making cycle;
• Support various other organization-wide tasks where needed;
• Collaborate with the IT department for technical support for business and
• team meetings;
• Inform and update team members of internal work processes and any
• other relevant information;
• Work closely with other assistant functions in the organisation to meet deadlines, streamline work processes and provide support where needed. Serve as their backup during holidays.

You have:

• A completed higher professional education (HBO) or university degree (WO);
• At least 5 years of experience in a role such as Management Assistant;
• Experience working with governance processes are considered an advantage;
• Strong interpersonal skills with the ability to build trustful relationships;
• A strong sense of integrity, discretion and professional ethics;
• Experience in working in a dynamic international environment;
• Proven experience in project management and strong time management/planning skills;
• Strong problem-solving skills;
• Good organizational and administrative skills, experience in keeping and editing
• minutes of meetings, upkeeping databases, managing filing systems with a high degree of speed and accuracy.

You are:

• Motivated by living and sharing the values of the IKEA Foundation;
• Interested in philanthropy and the work of the IKEA Foundation;
• A multitasker able to prioritise effectively who stays calm in stressful situations
• A collaborative team player;
• Able to roll up your sleeves to get the work done, you enjoy taking on new
• challenges;
• Technically savvy;
• Able to communicate in a simple, straightforward and inclusive manner;
• Fluent in English, oral and written.

At the IKEA Foundation, you are welcome no matter where you come from, what you believe, and what you look like. We are interested to see what you can bring to the Foundation. We are convinced that our different views, talents, and personalities make us better at understanding ourselves and our partners, and inspire us to think differently. If you feel like you might not tick all the boxes for this role and this is the reason you hesitate to apply, we would like to encourage you to still give it a chance. Perhaps your unique background could spark a great idea of how to create a better everyday life for the many people.

We offer a dynamic working environment amongst co-workers from different nationalities. Amongst these nationalities, we share a single culture and set of values. You will be able to contribute to constantly improving the grantmaking experience at the IKEA Foundation. In doing so, you will have the opportunity to work with innovative solutions and you will be challenged to come up with ideas for improvements in all areas. The better we can support our co-workers and partners, the more time and energy they can spend on the causes that we support!