IREX Moldova vacancy: Executive Assistant

Position Title: Executive Assistant                                          

Company: IREX Moldova

Program: Novateca



IREX is an independent, international, nonprofit organization that works with local partners to solve development challenges and create positive lasting change around the world. To build a more just, prosperous and inclusive world, IREX and its partners empower youth, cultivate leaders, strengthen institutions, and extend access to quality education and information.

Summary of Novateca Program:

Novateca is a program funded by the Bill & Melinda Gates Foundation in cooperation with the United States Agency for International Development (USAID) and administered by IREX Moldova. The program’s purpose over the course of the 5 years is to provide access to relevant information in public libraries to enrich people’s lives through new services, technology and trained librarians who can guide them. The program equips Moldovan public libraries with technology, trains librarians, builds partnerships, solidifies professional librarian networks, and develops government engagement activities to catalyze library modernization and improve citizens’ socio-economic opportunities. Beyond managing a library selection and equipment donation process, the program’s role is two-fold: supporting librarians in learning to develop creative services and partnerships in line with community needs, and creating opportunities for librarians to improve their skills and share professional experiences

Summary of Communications Specialist Position:

The Executive Assistant position will be under the guidance and direct supervision of the Novateca program management. The Executive Assistant ensures effective and efficient functioning of the program offices, full confidentiality in all aspects of the assignment, maintenance of protocols and procedures, management of the flow of information and follow-up on deadlines and commitments.

Description of responsibilities:

  • Maintain supervisors’ calendars, contacts with high-ranking visitors, arrange appointments and meetings;
  • Gather from colleagues and compile all information necessary for Novateca’s monthly report;
  • Support communications among the Novateca team, following up with staff and supporting them to learn and follow administrative procedures;
  • Coordinate the schedules for management, including missions abroad and all related logistical arrangements;
  • Prepare correspondence on behalf of management for signature and follow-up when required;
  • Participate in organization and preparation of senior staff meetings and/or special meetings;
  • Prepare agendas, take notes, and distribute to Novateca team members;
  • Monitor the information flow in the office and follow up on circulation files;
  • Provide excellent written and oral translations from and to English, Romanian and Russian;
  • Maintain protocol procedures;
  • Screen incoming calls and correspondences;
  • Other duties as assigned.


  • University degree or at least 3 years of progressive experience in international environment or other international organizations;
  • Attention to detail and excellent organizational skills;
  • Fluency (both oral and written) in English, Romanian and Russian languages;
  • Professional experience performing oral translations preferred;
  • Ability to work as part of a team in a fast-paced environment and meet deadlines;
  • Energetic and optimistic approach to challenges;
  • Strong interpersonal skills and proactive problem solving skills;
  • Strong computer skills (MS Word, Excel and PowerPoint and quick typing).

To apply:

Submit a cover letter and CV to: hr@novateca.md (please include “Executive Assistant” in the subject line)


September 28, 2016 at 5:00 pm.

* Applicants will be selected for interviews on a rolling basis. Novateca will only respond to those applicants selected for an interview.

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