Executive Assistant to the President
International Refugee Assistance Project
Posted on Saturday, November 4, 2023
The Executive Assistant to the President provides critical support for the President, handling a wide range of responsibilities in a proactive and detail-oriented manner to facilitate the President’s ability to effectively co-lead the organization and steer organizational strategic planning effectively. They will be responsible for providing administrative, logistical, personal, and executive support to the President's core responsibilities, including prioritizing projects and the needs of the organization, building strong relationships, and communicating internally and externally with high confidentiality and discretion.
The Executive Assistant to the President represents the President and IRAP as the primary point of contact on all matters pertaining to the President, including communicating directly and on behalf of the President with the CEO, Board of Directors, Executive Leadership Team (ELT), staff, and key external stakeholders on matters related to the President’s work.
The Executive Assistant to the President reports to the President.
- Managing up to the President, assisting the president in prioritizing and responding to incoming communications and requests, recommending appropriate responses and courses of action, and following through to successful completion.
- Provide a bridge for smooth communication between the President and all stakeholders by responding timely, prioritizing effectively and escalating to the President as needed..
- Serve as a liaison to the Board of Directors and Executive Leadership Team (ELT);providing administrative support including communications, calendar management and record keeping owning the responsibility for the quality of materials presented to the Board and ELT on behalf of the President.
- Draft high quality internal and external correspondences, reports, and memos; prepare decks and other internal and external communications materials on behalf of the President
- Work closely with the President to keep them well informed and prepared for upcoming commitments and responsibilities, following up appropriately.
- Support the President in developing, completing, and accomplishing initiatives and tasks in various departments organization-wide as needed, ensuring the President understands commitments and priorities, and meets deadlines and communication expectations
- Organize, prioritize, schedule, and efficiently prepare complex calendars to reflect top priorities for internal and external meetings for the President; re-prioritize and pivot effectively when needed;
- Assist internal related departments and colleagues in the coordination, scheduling, and organization of external convenings, Board meetings, staff meetings, and retreats, among others, when requested.
- Support the President by attending meetings, taking detailed notesat meetings, including confidential, one-on-one, and internal or external meetings, synthesize notes, and track, communicate and manage key action items
- Oversee maintenance and organization of records, files, and documents for the President including managing the contents of their shared drive
- Arrange detailed travel plans, itineraries, logistics, and agendas for the President.
- Assist in the preparation of expense reports for the President.
- Own ad-hoc projects assigned by the President
- Foster a culture of learning, service-mindedness, knowledge-sharing, and collaboration, model IRAP values, and follow through commitments.
- Work with the relative internal departments and teams to support the implementation of the operating practices that support an inclusive, employee-focused, and equitable work environment.
- Work closely with the Development team in the implementation of IRAP’s fundraising plan and the President’s role in donor-relationship and external representation of IRAP in forums, including conferences and speaking engagements.
- Assist internal departments and teams as needed
- Perform other duties as assigned.
- Bachelor’s degree required.
- 4-7 years of relevant experience supporting C-Level Executives in non-profit organizations.
- A professional sense of integrity, discretion, and the ability to maintain confidential information
- Exceptionally strong interpersonal skills with the ability to build successful relationships with a variety of different stakeholders.
- Outstanding verbal and written communication skills, especially listening, writing, proofreading, editing, and minute-taking, with consistently great attention to details.
- Proficient with technical tools and their applications, such as Project Management (Asana), Google applications, Office Suite (including Excel and PowerPoint), Remote Desktop, and VPN.
- Extremely organized, proactive, and motivated, able to multitask among competing time requirements and take initiative.
- Exceptional administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities seamlessly with excellent attention to detail.
- Resourceful, creative, and able to exercise sound judgment in a diversity of situations.
- Ability to work independently on projects from conception to completion.
- Ability to give and take feedback as part of a learning culture committed to achieving better results.
- Highly adaptable with an ability to multi-task and juggle multiple demands while demonstrating flexibility and resilience.
- Strong research, writing, and analytical skills.
- Proven ability to successfully work with people of different ethnic, socioeconomic, educational, religious, and sexual orientations.
- This position might require travel to other IRAP locations, including but not limited to Berlin, Amman, Beirut, and the US.
- This position requires East Coast Time.
- This position requires occasional availability after traditional working hours as needed to support the President’s schedule and/or travel.
Location: The position may be based in New York City, DC, or maybe 100% remote. Remote candidates will need to work on Eastern Standard Time. Also needs to be willing to occasionally travel.
This role is paid on a step scale based on years of work experience and education. The salary will be between ($80,083 - $95,623 ).
IRAP’s benefits vary across office locations, and IRAP seeks to offer equitable and generous benefits to all employees. IRAP’s U.S. benefits include:
Fully paid family health insurance
Extensive PTO (20 or more vacation days & 19 org-wide holidays)
Comprehensive leave time for sickness
Disability and parenting (4 months of parental leave)
Reimbursement for work from home equipment
Generous opportunities for professional development