ID126 Executive Assistant & Deputy to the CFO (10hw Volunteer)

Munich - Germany

Yearly Salary: EUR 1 - 1

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Location: Remote (Preference for applicants in US/Europe)
Time Commitment: 10 hours/week (100% Remote)
Compensation: Volunteer (unpaid)
Reports to: Global CFO
Organization: EUSMS gGmbH München Handelsregister-Nummer HRB 299065
Timezone Context: Coordination with GMT1 (Germany) and GMT3 (Kenya)

Role Summary

EUSMS is seeking a highly organized dependable Executive Assistant who can also act as the CFOs deputy in a lean fast-moving environment. You will run the CFOs office cadence: manage calendars and meetings prepare documents and presentations track tasks and deadlines and coordinate follow-ups across finance operations grants and partnerships. When needed youll step in as a deputy to keep workstreams movingensuring its clear what needs to happen by whom and by when.

How the Role Works

You are the CFOs primary coordination point. You keep agendas minutes action logs and documentation current; you follow up with owners; and you make sure information flows smoothly within the CFO Team and to adjacent teams. Processes evolve weekly; you help maintain order update SOPs and surface risks or bottlenecks resource-constrained moments you act as the CFOs delegate to progress routine items.

Tasks

Core Responsibilities

Calendar & Meeting Management: Own the CFO calendar; schedule across time zones; prepare agendas; capture minutes and action items; distribute and track follow-ups.
Document & Presentation Prep: Draft format and maintain governance docs SOPs memos slide decks and briefings.
Task & Deadline Tracking: Maintain a clear action log and dashboard of KPIs risks and decisions; ensure owners deliver on time.
Information Flow: Coordinate within the CFO Team (finance grants programs/ops IT admin recruiting lifecycle); consolidate updates for the CFO and leadership.
Deputy Support: Step in for standard approvals routine communications or meeting representation as directed by the CFO.
Process Hygiene: Keep knowledge bases up to date; reduce single-point dependency by documenting processes and handovers.
Light Operational Support: Assist with vendor/onboarding paperwork basic data checks expense/receipt collation and scheduling with external partners.

Requirements

Must-Have Skills

Execution & Reliability: Deliver on requests within agreed timelines; proactive follow-through without excessive supervision.
Communication: Excellent written and spoken English (C2); clear concise and professional style. Another European language at C2 is a plus.
Organization & Detail: Strong prioritization attention to detail and confidentiality in handling sensitive topics.
Tools: Proficiency with M365 (Outlook Word Excel PowerPoint) Odoo and Canva.
Remote Readiness: Comfortable with structured and short-form (WhatsApp-style) communication; able to work across GMT1/GMT3 time zones.

Benefits

What Youll Gain

High-trust role with visibility into cross-border nonprofit operations and financial stewardship.
Practical experience in executive support governance and process management.
Opportunities to act as deputy and grow into broader leadership.
Flexible scheduling remote collaboration and meaningful contribution to youth empowerment in East Africa.

Location: Remote (Preference for applicants in US/Europe)Time Commitment: 10 hours/week (100% Remote)Compensation: Volunteer (unpaid)Reports to: Global CFOOrganization: EUSMS gGmbH München Handelsregister-Nummer HRB 299065Timezone Context: Coordination with GMT1 (Germany) and GMT3 (Kenya)Role Summa...