Photo by Sergi Kabrera on Unsplash
Photo by Sergi Kabrera on Unsplash

Executive Assistant to the EI General Secretary

Full-time, based in EI Head Office, Brussels, Belgium

published 25 February 2024 updated 28 February 2024

About Education International

Education International (EI) is the world’s largest Global Union Federation. Through our 383 member organisations, we represent more than 32.5 million teachers and education support personnel in 178 countries and territories in a shared mission to achieve quality education for all.

As a global organization, we are committed to diversity and inclusion, and encourage candidates with diverse experiences and backgrounds to apply.

About the role

Reporting to the General Secretary, this position oversees all aspects of administrative support and assists with the various governing bodies of the organization. The incumbent is an experienced administrative professional who has staffed and developed high performing teams. They are skilled at coordinating correspondence, calendars, and events, and managing efficient and repeatable processes and task completion in a busy environment serving multiple needs.

Duties and Responsibilities

  • Coordinates work in the Office of the General Secretary, including scheduling, oversight of correspondence, travel booking, and coordinating the work of support staff.
  • Designs and manages relevant processes and quality control systems for administrative workflow, taking advantage of technology to simplify and create efficiency.
  • Oversees the preparation of reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software, and ensures all documents meet quality standards.
  • Contributes to the production and distribution of material for EI’s governing meetings.
  • Stores electronic documents according to the protocols of the document storage system.
  • Answers phone calls and emails and directs to the appropriate parties.
  • Maintains documentation and electronic files and databases in accordance with established protocols.
  • Adheres to established organizational processes and procedures and recommends enhancements to improve quality or efficiency.
  • Adopts new tools and systems as relevant to the role.
  • Other related duties as assigned by the General Secretary.

Knowledge and Skills

  • Strong organizational, administrative, and clerical skills.
  • Ability to manage priorities, meet tight deadlines and handle changing agendas.
  • Ability to work independently in consultation with the General Secretary and other members of the management team while exhibiting a high degree of initiative and judgment.
  • High degree of professional ethics and integrity; operates with extreme discretion.
  • Ability to plan and undertake complex projects with minimal supervision.
  • Excellent interpersonal skills and the ability to deal effectively with conflicts and build trust.
  • Demonstrated ability to work cooperatively and with tact as part of a team.
  • Efficient at using the Microsoft suite of products and other tools facilitating member data and internal and external communications.
  • Poven ability to work within a diverse team of skilled practitioners in a unionized environment in a variety of pressure situations, to anticipate and adapt to changes and to implement strategic organizational decisions.
  • Ability to communicate verbally and in writing effectively throughout all levels of the organization.
  • Ability to utilize discretion, initiative, and judgment in handling sensitive and confidential details.
  • Understanding of and commitment to EI’s policies, practices, and procedures and alignment with EI’s values and objectives, including social justice, equity, and human rights.


  • At least 5 years of professional experience in a similar capacity.
  • Extensive experience using various computer programs such as Windows, Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), and Adobe.
  • Previous professional experience working in an association, trade union, or not for profit is an asset.
  • Fluency in English and French, knowledge and proficiency with Spanish or other EI languages a plus

Working Hours

  • Full-time position.
  • Normal office hours apply from Monday to Friday, though some flexibility is desirable in recognition of the international nature of the organization. Work that falls outside normal hours during the week, and at the weekend may be expected. There may be a requirement to travel to attend meetings and functions.

Other Information

  • Salary and conditions of service are in accordance with the Education International collective agreement, which defines a competitive compensation and benefits package, commensurate with experience and based on pre-established salary ranges. This position is subject to Belgian fiscal regulations.
  • The post-holder will be based at the EI Head Office in Brussels.
  • The appointment will be made from an agreed date upon the completion of the selection and appointment process.

Note: All EI staff are accountable to the General Secretary, either directly or through designated staff members. If the needs of the organisation so require, staff members may be requested to perform appropriate duties related to another position, either on a temporary or permanent basis, provided that these duties correspond to the level of their position and that their professional experience and training is adequate. Position descriptions are not definitive and may be adapted.

How to apply

Applications must include a resume (CV) and a cover letter outlining how the candidate meets the criteria for appointment set out above. All applications will be treated confidentially. Please address your application to the EI General Secretary and submit it to ([email protected]) by Friday 15 March 2024.

EI is committed to the principles of employment equity and to diversity in its workforce.

We thank all applicants for their interest in this opportunity.

Only those selected for an interview will be contacted.