Executive Assistant

About the Position

As the Executive Assistant with this fast-growing organization, you will provide administrative support primarily to the CEO/President. In this role, you will provide Executive Assistant support while also tackling special projects and events. You will report directly to the CEO and the COO & Chief of Staff. The successful candidate is someone who is highly organized, self-motivated, flexible and ready to face challenges, no matter how big or small, on behalf of the Executive leadership.

This is a full-time position with a competitive compensation and benefits package. Due to the COVID-19 pandemic, the position will be a telework position with the possibility of a hybrid remote and in-person work arrangement for those who are located in Fremont, Ohio. Travel will be required for this position to support the CEO in carrying out her responsibilities. New hires must be fully vaccinated against COVID-19 prior to beginning work.

Position Responsibilities

Responsibilities include, but are not limited to, the following:

• Manage a very busy executive’s travel and meeting schedule (day to day and trip). Coordinate all necessary arrangements including meeting rooms, conference lines, and confirmations. Proactively address scheduling conflicts. Manage all details of traveling arrangements, including complex, dynamic itineraries, flights, ground transportation and hotels.
• Prepare detailed daily updates on scheduling matters, including calls and meetings in progress and confirmed calls and meetings, as well as any outstanding issues needing to be addressed by the CEO, COO or CPO.
• Review organizational email accounts of the President and respond, as appropriate, so there is no delay in communication, especially when the CEO is traveling.
• Compile and help prepare pre-read documents, briefing notes to ensure the CEO is well prepared for all meetings and events. Staff the CEO during media events and meetings as necessary, including note-taking where needed.
• Assist with communications and outreach, including coordination with other organizational partners and allies. Draft emails, letters and other correspondence as needed, ensuring proactive follow-up.
• Take notes, create folders and other organizational systems for agendas, minutes and project information/materials.
• Act as a helping hand and supportive team member at important convenings, meetings, conferences and Summits that are relevant to advancing the goals and mission of Justice for Migrant Women, including support of the CEO’s participation at these events.
• Coordinate with team members, partners, funders, allies, media, consultants and other individuals to provide information for scheduling and to request necessary information to assist the CEO with participation in meetings, video recordings, interviews and other required engagements.
• Work with the CEO and Board Chair to schedule Board of Directors meetings, prepare agendas, coordinate travel arrangements and provide administrative support, including but not limited to, disseminating information and maintaining Board records.   
• Track travel expenses and prepare expense reports. 
• Prepare and submit vendor check requests and other reimbursement requests from external stakeholders in conjunction with the COO.
• Help track contacts of the CEO, as well as organizational contacts, and ensure they are kept up-to-date. Support the maintenance of contact database.
• Coordinate the review, approval and signature of documents submitted to the CEO and actively communicate with the staff on the status of their requests.
• Event planning responsibilities include writing agendas, providing biographies, headshots or photos, procuring materials, scheduling meeting spaces and managing vendor relations.  
• Fulfill other projects as needed throughout the organization.

Qualifications

• Great interpersonal skills — ability to listen well and communicate effectively.
• Experienced: Scheduling and administrative support experience either through internships or work experience is highly preferred, including proficiency in booking hotels and arranging airline travel.
• Organized: Ability to manage short and long-term projects with ongoing deadlines; excellent written and verbal communication skills, time and priority management and a strong attention to detail.
• Flexible: Fitting for someone who always has a back-up plan and can adjust quickly to sudden change; can accommodate early morning or evening scheduled meetings and other administrative demands.
• Supportive: You are confident and enjoy taking initiative. You enjoy being the go-to person for all needs and can multitask in order to make sure things run smoothly.
• Discretion: Expected to work, at times, with limited direction from the President, and as such must execute significant discretion and judgment in all aspects of their role, while also maintaining confidentiality of many aspects of the role. 
• Confidentiality: The CEO works on highly sensitive matters and with individuals who are high-profile individuals; confidentiality about the CEO’s schedule, projects and contacts is essential.
• Proficiency in all Google Apps and Microsoft Office (including Excel, Word, PowerPoint) required.
• Willingness to work a flexible schedule, including nights and weekends.
• Valid driver’s license.
• Demonstrated commitment to the values of diversity, inclusiveness and empowerment.
• A Bachelor’s Degree is preferred or equivalent work experience.
• Spanish language proficiency is highly preferred.

Employee Status: Full-time, Exempt. Some travel will be required. 

Location: Remote with the possibility of a hybrid remote and in-person work arrangement for those who are located in the Fremont, Ohio, area.

Compensation: The anticipated annual salary range is $50,000-58,000, based on location, qualifications, and experience. Additionally, we offer a range of benefits for full-time employees including medical, dental, vision, 401K matching, and life insurance, as well as sick, vacation, and paid holiday time. Some of these benefits, including insurance and 401K matching, are only available after a waiting period.

How to Apply: Applicants should provide a cover letter describing your interest and matched abilities for this role, resume, and three references to jobs@justice4women.org. Emailed applications should include “Executive Assistant” in the title of the message.

Justice for Migrant Women is an equal opportunity employer committed to inclusive hiring and dedicated to diversity in its work and staff. We strongly encourage and seek applications from people with disabilities; people of all gender identities; people of color, including bilingual and bicultural individuals; veterans; and LGBTQI individuals. For more information about Justice for Migrant Women, go to www.justice4women.org.