Executive Assistant, Chief People Officer

International Justice Mission - Washington, DC

Full-time - Mid Level

Washington, DC

1,001-5,000 employees

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Assistant to the Chief People Officer (CPO) at International Justice Mission (IJM) plays a crucial role in supporting the CPO and the Global People Support division. This position is designed for a highly organized and proactive individual who can manage a variety of administrative tasks and projects to ensure the CPO's time is used effectively. The Executive Assistant will be responsible for calendar management, meeting arrangements, travel coordination, project management, organizational communication, and expense reporting. This role requires a strong partnership with the CPO, involving daily interactions to establish shared goals, determine priorities, manage tasks, and facilitate clear communication across the organization. The Executive Assistant will provide high-quality administrative support, which includes handling correspondence, drafting reports, and managing the CPO's email and calendar. The role also involves serving as a Cost Center Reviewer for the CPO and the Global People Support division, ensuring that expenses are managed according to budget and finance policies. Additionally, the Executive Assistant will coordinate travel arrangements for the CPO, process monthly travel and expense reports, and plan and execute division-wide meetings and social events. This position is hybrid, based in the Washington, DC area, and requires candidates to have the right to work in the US. The Executive Assistant will report directly to the Chief People Officer and will be instrumental in ensuring that the CPO can focus on strategic initiatives while maintaining effective communication and collaboration within the organization.

Responsibilities

• Provide high quality administrative support to the Chief People Officer resulting in effective use of their time.
• Assist in handling the CPO's office correspondence by attending various meetings, drafting reports, and managing email and calendar.
• Serve as Cost Center Reviewer for the CPO and GPS Division, ensuring expenses are managed according to budget and finance policies.
• Coordinate CPO travel arrangements and process monthly travel and expense reports.
• Plan and execute Global People Support's social rhythms and division-wide meetings.
• Act as a bridge for the organization to and from the CPO, ensuring priorities are kept.
• Assist the CPO with new staff onboarding.
• Take minutes during GPS division meetings and schedule follow-ups as necessary.
• Organize team meetings to ensure updates are communicated on project progress, staffing, and deadlines.
• Maintain awareness of GPS and GLT schedules while coordinating cross-departmental meetings.
• Equip the CPO to participate fully in meetings through comprehensive preparation.
• Attend certain meetings with the CPO and follow up appropriately when necessary.
• Monitor the CPO's email inbox, drafting correspondence and tracking requests.
• Prepare materials to enable the CPO to meet important deadlines.
• Assist the CPO in managing and tracking divisional and cross-functional projects.
• Complete expense reports and payment requests in a timely manner.
• Assist the CPO in facilitating the engagement and onboarding of new GPS hires.
• Manage the GPS department SharePoint Intranet and serve as a point of contact for the GPS division.

Requirements

• Experience supporting a c-suite/executive leader.
• At least 7-10 years of experience in providing top-level administrative support in a fast-paced, professional environment.
• Bachelor's degree in Business Administration or equivalent.
• Exceptional verbal and written communication skills.
• Strong customer service orientation and interpersonal skills.
• Excellent planning and implementation skills.
• Exceptional experience in MS Office (Word, Excel, PowerPoint, Outlook, SharePoint, etc.).
• Ability to manage multiple projects and tasks simultaneously with minimal oversight.

Nice-to-haves

• Experience in a non-profit or mission-driven organization.
• Familiarity with HR processes and policies.
• Experience in event planning and coordination.

Benefits

• Comprehensive Medical/Dental/Vision benefits
• Monthly commuter and parking benefits in the DC metro area
• Retirement benefit options
• Paid leave starting at 23 days
• 12 holidays (plus early release the day prior)
• Daily, quarterly, and annual community spiritual formation
• Robust staff care resources