Executive Assistant Office of the Executive Director - Tenders Global

Executive Assistant Office of the Executive Director

Human Rights Watch

tendersglobal.net

<!–

Description

–>

Human Rights Watch (HRW) is seeking an Executive Assistant to provide operational, project, and administrative support to the Executive Director (ED) and the Chief of Staff to the Executive Director. The Executive Director is responsible for the strategic direction of the organization and ensures that HRW continues to build our organization for maximum impact in the world today.

Human Rights Watch (HRW) defends the rights of people worldwide by scrupulously investigating abuses, exposing the facts and pressuring those with power to respect rights and secure justice. The HRW team is roughly 600 staff of 79 nationalities, including world-leading country experts, lawyers, journalists, data analysts and others who are fighting to protect the most at-risk, from vulnerable minorities and civilians in wartime, to refugees, children and older people.

This one year, fixed-term position will be based in New York and reports to the Chief of Staff to the Executive Director, while supporting other members of the ED’s office as needed.

The successful candidate may have the option to work remotely, but will be expected to come into the office at least 3 days per week. We aim to be as flexible and supportive as possible in both the recruitment for and onboarding of this position.

Responsibilities:

Executive time management:

  • Manage the day-to-day calendars of the Executive Director and the Chief of Staff to promote the most effective use of their time;
  • Ensure effective time management of the Executive Director and the Chief of Staff and anticipate opportunities to facilitate workflow, including alignment with organizational priorities in mid- and long-term planning;
  • Manage travel and scheduling arrangements for the Executive Director and the Chief of Staff, which includes arranging transportation and hotel bookings, ensuring that calendars are kept up to date with relevant briefings and logistical arrangements, and assisting in securing visas as needed;
  • Liaise with internal and external stakeholders to the ED Office and manage incoming requests accordingly; 
  • Support the Executive Director’s engagement with HRW’s Development department to manage the Executive Director’s relationships with key donors; and 
  • Develop systems to streamline communications and support timely correspondence by the Executive Director and other members of the ED Office. 

Meetings and presentations: 

  • Plan, coordinate and support internal and external meetings, including taking minutes when necessary and following up on action points;
  • Coordinate with the Chief of Staff to assist with meeting preparation and ensure that all meeting materials (supporting documents for internal and external meetings including agendas, research briefs, presentations, and reports) are available for the Executive Director and the Chief of Staff;
  • Organize the Executive Director’s correspondence, presentations, and meeting notes; and
  • Maintain records of Executive Director’s speaking engagements and participation in conferences and external events. 

Executive Office Operations Management:

  • Manage budget and financial operations for the Executive Office;
  • Advise on and implement Operations policies across the Executive Office (e.g., physical and digital security, GC trainings and reporting); and
  • Provide event management support, including organizing catering for meetings and hospitality gifts, as needed.

Overall administrative support:

  • Schedule and participate in regular meetings of staff in the ED’s Office;
  • Ensure that the Executive Director’s public profile information is kept updated and respond to requests for materials regarding the Executive Director and the organization in general;
  • Implement and manage office systems including digital filing systems, as well as document and content management systems;
  • Support in the recruitment and onboarding of new staff as needed’;
  • Manage sensitive and confidential interactions between key internal and external individuals;
  • Process the expenses and invoices related to the Executive Director, the Chief of Staff and the Executive Office as needed; and 
  • Perform other duties as required.

Qualifications:

Education:

  • A bachelor’s degree or equivalent work experience in executive-level business administration, nonprofit management, or a related field is required.

Experience:

  •  A minimum of five years of experience providing executive-level support is required. 

Related Skills and Knowledge: 

  • Prior executive-level office/administration experience and exceptional organizational skills with meticulous attention to detail is required.
  • Experience managing an executive-level calendar and planning extensive international and domestic travel is required.  
  • Excellent oral and written communication skills in English is required.
  • Excellent interpersonal skills are required to interact diplomatically with staff stakeholders including Board members, donors, media, government officials.
  • Sound judgement and the ability to maintain discretion and respect confidentiality are required.
  • Reliable and resourceful team-player, with the ability to also be extremely effective independently with minimal supervision is required. 
  • Ability to adapt to various competing demands and demonstrate the highest level of collegiality, consistency and professionalism in following through on responsibilities is required. 
  • Ability to work well under pressure while juggling multiple tasks simultaneously is required.
  • Ability to make sound decisions consistent with functions and complete tasks in a timely manner is required.
  • Proficiency in computer packages including MS Office and PowerPoint applications is required. Experience with information management and online systems, especially Microsoft SharePoint, is highly desirable.
  • Excellent writing and editing skills are required; proofreading experience is desirable.
  • Demonstrated ability to work successfully with colleagues across multiple global locations is required.

Source: https://boards.greenhouse.io/humanrightswatch/jobs/7012653002

<!—

<!–

–>

To help us track our recruitment effort, please specify on the application form/indicate in your cover letter where (tendersglobal.net) you saw this job posting.

Job Location