Executive Assistant

Location: This position is usually located in our headquarters in New York City, but is remote while offices remain closed due to the COVID-19 pandemic. 

Classification: Full-time 40 hours per week | Nonexempt

Work Authorization: Applicants must be authorized to work in the United States.

Organization Description

For more than 30 years, Physicians for Human Rights (PHR) has used science and medicine to document and call attention to mass atrocities and severe human rights violations. We investigate and document abuses, give voice to survivors and witnesses, and plant seeds of reconciliation by ensuring that perpetrators can be held accountable for their crimes. PHR uses our core disciplines – science, medicine, forensics, and public health – to inform our research and investigations and to strengthen the skills of frontline human rights defenders. We work closely with hundreds of partners around the world, using facts to wage effective advocacy and campaigning and providing critical scientific evidence so that survivors can seek justice.

PHR, which shared in the 1997 Nobel Peace Prize for our work to end the scourge of landmines, is poised for even greater growth and impact. As part of that strategy, we are seeking committed activists with a passion for human rights.

Role Description

The executive assistant will provide administrative support to the executive director and chief operating officer in areas of management via coordination of a wide range of activities. The successful candidate is seeking experience learning the inner working of a successful human rights agency. Successful candidates will demonstrate an ability to work independently, possess exceptional communication skills (verbal and written), and be highly organized.  We seek a self-motivated, compassionate team player with sound judgment, the ability to troubleshoot and research solutions, demonstrate a high degree of tact and discretion, and enjoy and thrive in an environment where no two days are alike. 

Reports to: Executive Director (ED)

Responsibilities

• Manage the executive director’s (ED’s) calendar, coordinate meetings, and ensure that the ED’s schedule is managed and communicated efficiently; support calendaring for the COO and other coordinating tasks as assigned.
• Organize and support meetings and conferences by compiling agendas and coordinating logistics and guest attendance.
• Support the ED and other leadership in managing communication and acting as institutional liaison with PHR Board members.
• Manage and organize the Board of Directors by preparing for Board meetings, maintaining, and updating as necessary Board orientation materials, and taking minutes in all Board and Board committee meetings.
• Help coordinate the activities of the Advisory Council including organizing meetings and materials, tracking and reporting out on activities, developing communications and other methods to inform and ensure consistent two-way communication.
• Maintain the central filing system for PHR’s official records and other organizational materials.
• As directed by the ED, conduct research, and assemble and analyze data to prepare reports and documents.
• Reconcile monthly expenses and expense reports for the ED.
• Organize and coordinate travel and accommodation arrangements.
• Coordinate logistics and liaise with outside consultants for PHR’s annual staff retreat.
• Draft and edit correspondence, communications, and other documents including presentations.
• Provide administrative support to the chief operating officer and other programmatic work as needed and directed.
• Maintain and manage PHR’s yearly charitable solicitation and annual compliance renewal process for all domestic PHR offices.
• Other duties as assigned.

Qualifications and Skills

• Relevant experience in a similarly situated role or where skills are translatable.
• Excellent written and verbal communication, organizational, and time management skills.
• Ability to maintain strict confidentiality and exercise good judgment and discretion.
• Sound judgment demonstrated in a collaborative, professional, and ethical manner.
• Demonstrated project management experience including the ability to plan efficiently, organize and manage several projects simultaneously with limited supervision or direction, while meeting deadlines.
• Resourceful and detail-oriented with the ability to work both independently and as a team member.
• The ability to work seamlessly with diverse internal and external stakeholders with an understanding of the complexities behind managing and leading an impact organization employing a complex, global staff.
• Strong commitment to the mission and goals of PHR.