Executive Assistant

New York, NY
Full Time
Mid Level

The Women's Refugee Commission (WRC) works to improve the lives and defend the rights of refugee and internally displaced women, children and young people. As an advocacy and research organization, WRC is dedicated to bringing about systemic changes that lead to greater respect for the rights of uprooted women, children and young people. The organization strives to effect policy and programmatic change with broad, worldwide impact.

SCOPE OF WORK:

The Assistant to the Executive Director will provide administrative and logistical support for the Executive Director. The primary responsibilities will include liaising with board members and board committees on behalf of the Executive Director; planning for and supporting board meetings; organizing itineraries, meetings and materials for the Executive Director's trips, both domestic and overseas; arranging meetings; maintaining a calendar of appointments; and participating in special projects. The AED will report directly to the Executive Director.

ESSENTIAL JOB FUNCTIONS:

  • Arrange and set up meetings, including coordinating the booking of facilities and resources, rescheduling, and confirming meetings.
  • Arrange international and domestic travel, including hotel and travel reservations
  • Maintain calendar of meetings and appointments.
  • Complete expense reports and track reimbursement.
  • Draft routine correspondence and answer phones.
  • Assist with preparation for two board meetings held each year, including gathering information for and assembling board binders, ordering food, reserving conference room{s), assisting board members that require travel assistance, and preparing and circulating minutes of each meeting.
  • Arrange board committee meetings and monitor actions to be taken by each committee.
  • Maintain and update all board members' contact information, including all individual board member files located in Executive Director's office.
  • Provide support for relations with board members, including keeping current and past board members apprised of Women's Commission activities.
  • Maintain records of donor correspondence and other related documentation to support the work of the Executive Director. Tasks include but not limited to: updating donor database as needed to track essential information from Director's contact with donors.

REQUIREMENTS:

  • Bachelor's Degree. Advanced degree preferred;
  • Minimum 5-7 years' experience in an executive based support capacity, including experience handling busy executive calendars;
  • Strong organizational skills with the ability to prioritize competing tasks;
  • Detail oriented and ability to work in a fast paced environment;
  • Proven writing and editing skills: the ability to draft and edit memos and letters;
  • Excellent interpersonal and communication skills: the ability to successfully interact with a variety of people, including senior professionals, such as board members, academics or senior managers;
  • Superb judgment, including sensitivity to confidential information;
  • Ability to work independently, at times with minimal supervision, and as part of a team;
  • Strong IT and computer skills and proficiency in PowerPoint, Word and Excel;
  • Flexible work attitude: the ability to work effectively in a fast-paced environment with a small staff;
  • Demonstrated interest in humanitarian issues and international affairs.

Reports to:  Executive Director

Location:     NYC but temporarily remote due to COVID

​​​​​​​The Women’s Refugee Commission (WRC) is an equal opportunity employer. It is our policy to ensure equal employment opportunity without discrimination on the basis of race, sex, color, national origin, gender identify, sexual orientation, age, religion, marital status, veteran status, or disability, and qualified applicants from all backgrounds are encouraged to apply. The Women’s Refugee Commission is a registered 501(c)(3) non-profit organization.

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