International Justice Mission

Executive Assistant to the VP of U.S. Advancement

US-DC
Category
Administrative
Position Type
Jobs | Regular Full-Time

The Need

IJM is seeking a highly qualified Executive Assistant to provide executive support to the Vice President of U.S. Advancement. Our Executive Assistant is at the heart of our division business operations and keeps our team moving with an ease that comes from a passion and aptitude for administrative excellence. Anticipating the needs of the VP and team members, this position resolves operational and administrative issues before they arise and executes expertly on the tasks and projects under their purview. This position also maintains the budget for the division and coordinates across the division with budget managers to maintain precision in the financial health of the team.

 

Moving quickly in a dynamic work environment, he or she will have a passion for the IJM mission, understand the strategic priorities of the division, and can use that knowledge to support the team with ease. In addition to being organized and analytical, the right candidate possesses strong business judgment and communication skills needed to interact with a variety of people and job functions.

 

This position is based at IJM Headquarters in the Washington, DC area and reports to the VP of U.S. Advancement.

Responsibilities

Executive Support to the VP of U.S. Advancement

  • Facilitate the VP’s schedule, implementing strategies to accommodate work time amongst ad hoc, recurring, Executive and urgent-response meetings;
  • Proactively provide briefings and develop agendas to equip the facilitation and participation of internal and external meetings;
  • Communicate with internal staff on behalf of the VP; serve as the public face of the division, including communication with external partners and hosting VP guests;
  • Coordinate domestic and international travel as needed, providing advances and briefings and ensuring time away is effective and maximized; and
  • Draft division-level deliverables, including briefing reports to the SVP of Global Advancement, President and CEO, Board memoranda and reports in collaboration with the Director of Strategic Planning as needed.

Cross-Department Coordination

  • Provide administrative support, including finalizing credit card reports, constituent visit reports (CVR), reporting, and managing requests for speakers and resources needed for the Director of Planned Giving and the Director of Pro Athlete Partner Program;
  • Coordinate division-level action and deadline management to ensure on-time submission of deliverables; maintain systems and processes to collect and analyze monthly outcomes for internal and external reporting;
  • In collaboration with the division’s and GA Coordinators and Program Managers, facilitate division-wide programs and projects, including development of the annual division calendar and coordination of all division-wide meetings, trainings, and celebrations; 
  • Oversee IJM’s response to external speaking requests and a division calendar to accommodate cross-department collaboration and communication; and
  • Engage in team care: celebrating birthdays, work anniversaries, big life events, etc. to boost team morale and assist the VP in understanding the needs of the division.

Budget Management & Tracking

  • Manage and analyze the division budget and department breakouts on a monthly reporting cycle; track and account for budget transfers, off-line budget requests and approvals, and BvA reports;
  • Under the guidance of the DSP, facilitate the annual budget process according to Finance guidelines and procedures;
  • Review all requests for VP signature for accuracy and accountability to the Finance Manual; prepare all Finance paperwork for the VP; and
  • Convene budget managers across the division and manage the development and maintenance of a finance manual for the division to guide reporting practices.

Requirements

Required Skills and Experience

  • Minimum of 2-3 years of experience of providing executive-level administrative and project management support in a fast-paced, professional environment;
  • Superior administrative capacity to manage multiple competing priorities and detailed projects with minimal oversight and excellent prioritization;
  • Demonstrated ability to maintain complex systems and processes used to manage large volumes of information;
  • Experience managing large budgets, tracking revenue, and analysis;
  • Exemplary written and oral communication, including experience with editing executive correspondence;
  • Demonstrated ability to earn and maintain trust in working relationships with regard to confidential and sensitive information;
  • Adept at providing quality customer-service to a variety of constituencies;
  • High level of proficiency with Microsoft Office, (including Word, XLS, PPT), experience with Microsoft Outlook and Microsoft SharePoint, and Visio preferred; and
  • Minimum of Bachelor’s degree.

Critical Qualities

  • Mature orthodox Christian faith;
  • Humble and resilient;
  • Pursues excellence;
  • Culturally aware and appreciative of difference;
  • Strong service ethic; 
  • Innovative problem solver; 
  • Ability to build trust and strong partnerships with others;
  • Courageous in pursuing opportunities and challenges; 
  • Tenacious in achieving goals; and
  • Professional.

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