Executive Assistant

MSF is an international, independent medical humanitarian organization. We are a non-profit, self-governed worldwide movement of more than 63,000 people. 

We provide emergency medical assistance during armed conflict, natural disasters, outbreaks of deadly diseases, and assist those who are excluded from healthcare. MSF delivers care based on need and when we see injustice, we speak out. We are an organization that remains impartial, knowledgeable, and effective, and this is what makes the difference between life and death. 

People are our priority. At Médecins Sans Frontières (MSF)/Artsen zonder Grenzen, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We encourage diverse applicants including individuals of all gender identities, ages, sexual orientations, nationalities, races, religions, beliefs, social and marital status, people with different abilities and all other diversity characteristics and how they work together.  

Effective immediately, MSF-OCA is looking for an: 

Executive Assistant

to the OSCAR department and the Director of Operations

(Based In Amsterdam)

OSCAR is OCA’s humanitarian affairs, operational communications and advocacy department. A humanitarian affairs team and an operational communications team (including audio visual and digital) work in tandem in distinct and complementary roles. 

The Director of Operations is responsible for the advancement of MSF’s social mission by establishing the operations strategy for OCA, overseeing the implementation of medical operations and leading the Operations Department. 

Main Responsibilities

The executive assistant provides day-to-day (administrative and organisationally) support to the MSF OCA Humanitarian Affairs and Operational Communications Department (OSCAR) and the Director of Operations and is an integral member of the team(s). Playing a critical role in supporting the departments by managing administrative tasks, streamlining operations and ensuring the workflow is efficient. Supporting on prioritisation and keeping an overview of tasks and timelines. 

Responsibilities And Activities

Having a good understanding of the unique challenges faced by (senior) executives/teams, particularly in managing their time, energy, and complex (travel) arrangements is very helpful. You will need to demonstrate exceptional organisational skills, a proactive mindset, and the ability to handle difficult, often high-stakes, situations with professionalism and discretion. Managing competing priorities, navigating diverse stakeholders and ensuring that the time is optimized will be at the heart of your role. Additionally, your time will be split supporting the OSCAR department and assisting the Director of Operations. You will be responsible for a wide array of administrative activities and furthering office procedures across the organisation. You will ensure high levels of organisational effectiveness while creating and maintaining a functional and pleasant work environment that supports the team(s). Responsibilities and activities are:  

• Handle day-to-day administrative tasks including printing, mailing, copying, and managing emails. Maintain organizational systems to ensure smooth operations 
• Managing and synchronising calendars with the other departments (i.e. GAs, ACP, trainings etc.) 
• Organising meetings, ensure effective convening, participation and documentation (minute taking) of departmental meetings and events 
• Organise/clean/update regularly the OSCAR internal SharePoint site 

• Note Taking

• Travel Support

• Monitoring Budgets

• Support with reporting, i.e. IAR for comms 
• Support teams with preparation of trainings and webinars 
• Manages the maintenance and proper use of the electronic operations database, incl. Dynamics, Office 365, SharePoint, Power-BI ExFlow, etc. 

Candidate Profile

An Executive Assistant is a jack of all trades position and can work under pressure and handle large projects with ease. This role requires someone who can prioritise tasks and manage expectations along with their own. 

We are looking for someone with experience in fast-moving (NGO) environment and working with sensitive information, who can balance the demands of the departments while maintaining a calm and organized approach. The nature of this role requires the candidate to have exemplary time management skills, the ability to anticipate needs, and the capacity to prioritize effectively amidst various demands. The individual will navigate this dynamic role with professionalism, interacting seamlessly across a diverse spectrum of individuals. 

Requirements

• 3+ Working experience as (executive) office management, management assistant or comparable 
• Proven experience in managing client communications, prioritising urgent requests, and maintaining professional relationships with partners and stakeholders. 
• Strong organizational skills, with the ability to handle multiple responsibilities simultaneously. 
• Ability to handle ambiguity, think on your feet, and adjust to shifting priorities in a fast-paced environment 
• Excellent command of English (good writing skills and ability to synthesise). Dutch and/or another language is desirable 
• Knowledge of MSF Office applications, administrative systems (ERP/CRM/HR/SharePoint/Invoicing) 
• A proactive, positive attitude with a commitment to delivering tasks efficiently 
• Has a strong motivation for MSF values and principles 

Competencies

Proactive

Self-Starter

(Problem) Analysis and solving 

Stress Management

Integrity

We Offer

A one-year employment contract, based on 40 hours per week. 

A Dutch contract, the gross monthly salary will be between €3.394 and €4.672 a month depending on relevant work experience, based on a full-time appointment. 

Other Benefits Include:

• 30 days off (based on a full-time employment) 
• A premium free pension where MSF covers 100% of the monthly pension contribution 
• 8% holiday allowance, paid out with the salary in May 
• Commuting allowance (terms and conditions apply) & work from home allowance 
• L&D will support you with a variety of learning and development opportunities with internal and external trainings and courses 
• An environment that fosters diversity, with colleagues from around the world representing various cultures and background 

Application

Do you recognise yourself in this profile, we welcome you to apply directly via our website and upload a letter of motivation + Curriculum Vitae (in English) as one combined document. 

The closing date for applications is 8 October 2025 at 23:59 CET. Selection will be by means of one or two interview rounds. 

Please note the application deadline specified above may be subject to change at MSF-Netherland’s discretion. 

Information

For more information about the recruitment procedure, please contact Irene Tellekamp (Recruitment Team) at irene.tellekamp@amsterdam.msf.org. 

For more information about the position, please contact Sophie Desoulieres (Head of OSCAR) at sophie.desoulieres@amsterdam.msf.org. 

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