Executive Assistant, for CONCORDIA PROJEKTE SOCIALE

Background

ASSOCIATION CONCORDIA Projekte Sociale is a non-governmental organization committed to supporting vulnerable children, youth, and families in Kosovo. Our mission is to create sustainable change through education, psycho-social support, empowerment, and advocacy.

Scope of the Job

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to support the senior management team in daily operations, communication, and project coordination.
The ideal candidate is someone who manages multiple tasks efficiently, communicates clearly, and maintains a high level of professionalism and discretion.

Main Responsibilities

• Provide high-level administrative and logistical support to the Executive Director and senior management.
• Manage calendars, organize meetings, prepare agendas, and draft minutes.
• Organize travel arrangements, events, workshops, and internal/external appointments.
• Support project coordination by monitoring deadlines, preparing documentation, and ensuring timely follow-up.
• Assist with preparing reports, presentations, correspondence, and project-related materials.
• Maintain organized filing systems (digital and physical), documentation, and internal databases.
• Facilitate communication between teams, partners, donors, and stakeholders.
• Manage incoming emails, phone calls, and inquiries with professionalism and accuracy.
• Assist with financial and administrative tasks (invoices, receipts, procurement support), as required.
• Ensure compliance with internal policies, including CONCORDIA’s Child Protection Policy and safeguarding procedures.
• Provide translation and interpretation during meetings and events (Albanian ⇄ English).
• Create and maintain comprehensive project documentation, plans, and reports.
• Ensure standards and legal requirements are met.
• Perform additional administrative and operational duties as assigned.

A detailed Job Description will be presented and discussed with the final candidate.

The Ideal Candidate

A proactive, dependable, and highly organized professional with strong communication skills, confidentiality, and a positive attitude.

Required Qualifications & Skills

• University degree in Management, Business Administration, Social Sciences, or a related field.
• Proven experience in project coordination or project management.
• Ability to take initiative and demonstrate leadership potential.
• Excellent organizational skills and ability to manage multiple priorities.
• Adaptability, self-motivation, enthusiasm, empathy, and willingness to assume responsibility.
• Strong attention to detail and excellent planning skills.
• Ability to work under pressure and meet deadlines.
• Experience working within a multidisciplinary team.
• Openness and sensitivity when working with people from disadvantaged backgrounds and ethnic minorities.
• Ability to manage difficult situations and apply conflict-resolution skills.
• Strong interpersonal skills, with excellent written and verbal communication.
• High sense of confidentiality and integrity when handling sensitive information.
• Languages: Albanian and English – C1 level required (spoken and written).
• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook, Canva).
• Driving license (Category B).
• Commitment to uphold the Child Protection Policy and all organizational policies.

Benefits

• Employment contract and fixed salary
• Private medical insurance
• Working hours 08:00 – 16:00
• Opportunity to work in a dedicated multiethnic team
• Space for innovation, initiative, and professional development
• A dynamic and meaningful working environment

Position start date: December 2025

Contract duration: 1 year (with possibility of extension)

Location: Prizren

Interested candidates are invited to send their CV and a letter of intent by 30.11.2025 to: office@concordia-kosovo.org
Please indicate “Executive Assistant” in the subject line. Only candidates who meet the above requirements and are shortlisted will be contacted.

Child Protection Safeguarding

CONCORDIA protects children from any form of abuse or inappropriate behaviour and has a functional Child Protection Policy.
Physical or psychological abuse and neglect of beneficiaries is strictly prohibited. The employee will strictly comply with the Organization’s Child Protection Policy and Code of Conduct; violations may result in disciplinary or legal consequences.

Required documents prior to hiring

• Two references from former employers, teachers, or relevant professionals
• Criminal background check from the Kosovo Court
• Medical certificate