Administrative Assistant

A very well-known non-profit is looking for an temporary Administrative Assistant to add to staff for the following:

Responsibilities:

• Manage the calendar of the Deputy Executive Director/Chief Programs Officer (DED/CPO) to promote the most effective internal and external use of the DED/CPO’s time, with a thorough understanding of the strategy of the departments and priorities of the CPO;
• Manage sensitive and confidential interactions between key internal and external individuals, maintaining discretion and absolute confidentiality;
• Coordinate domestic and international travel schedules, including all logistics and appointments, of the DED/CPO;
• Liaise, advise and maintain effective communication and working relationships with staff across the organization and high-level external stakeholders, including facilitating cross divisional operations in coordination with administrative Officers in the Executive Director’s Office, Program, Development, Operations and the General Counsel’s Office
• Work proactively with the Development & Outreach department to maximize the fundraising and other external roles of the CPO Office: liaise with our Development team for securing appointments, maintaining major donor contact and providing follow-up, including handling significant acknowledgment letters;
• Review, draft and prepare documents, presentations, and other materials for internal or external use;
• Organize and ensure the completion of processes and projects, as well as arrange the logistics, preparations, production, and budgeting of meetings and events from start to finish, including team retreats and other in-person staff convenings.
• Plan and coordinate key internal and external meetings, including preparing agendas, minutes, documents, reports, and presentations, and coordinating follow-up on actions.
• Ensure the CPO is fully prepared ahead of meetings, including liaising with key interlocutors to prepare briefing notes as appropriate
• Lead PLT meeting preparations and follow up. Facilitate decision-making processes, providing administrative support to the PLT annual planning cycle.
• In collaboration with the CPO, identify opportunities, to contribute to departmental efforts and strategy discussions and monitor departmental goals and progress
• Ensure all data and relevant systems are maintained and up to date. Implement and manage digital filing systems, document and content management systems, or other databases as needed
• Provide support in recruitment, onboarding and mentoring of CPO office staff globally
• Process the DED/CPO’s expenses and other relevant expenses and invoices; assist with tracking of the CPO Office’s finances;

Qualifications:

Education: A bachelor’s degree or equivalent work experience or training, preferably in business administration, nonprofit management or a related field, is required.

Experience: Minimum three years of high-level administrative experience, preferably providing administrative and project support to a senior level executive in a global organization. Experience and/or interest in international affairs and human rights is highly desirable.

Related Skills and Knowledge:

• Ability to perform administrative tasks at the executive level and work independently on self directed projects are required.

• Excellent organizational, administrative, project management and analytical skills are required.
• Excellent written and oral communication skills in English are required including the ability to flex to meet audience needs, and empathetic active listening skills. Fluency in another language is an asset.
• Make sound decisions consistent with function, complete tasks and responsibilities in a timely manner, and the ability to maintain both discretion and confidentiality are required.
• Strong computer skills are required and an innovative and proactive approach to improving existing internal process and structures are highly appreciated.
• Excellent interpersonal skills are required to interact collegially and collaboratively within the team and across HRW as well as diplomatically with high-level individuals including Board members, donors, media, government, and other external contacts.
• Ability to self-motivate, function under pressure, prioritize competing demands with minimal supervision and handle numerous tasks simultaneously and with accuracy are required.

Starting ASAP for at least 3 months

Rate: $27/hr

Hybrid work schedule