Who We Are
International Justice Mission (IJM) is the global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals are at work worldwide in over 30 offices. Together we are on a mission to rescue millions, protect half a billion, and make justice unstoppable.
We are a global community that cares for one another. We believe that the way we work is as important as the results we achieve. We provide professional excellence with joy and celebration to all those we serve.
The Need
For 25 years, IJM has pioneered the work to protect vulnerable people from violence. 9 out of 9 times in the last decade, IJM’s Justice System Strengthening Projects have reduced slavery and violence between 50 and 85% for very large populations of people in poverty. As we grow to expand our impact to protect 500 million people from violence by 2030, we are seeking a Sr. Administrative Assistant, Executive Office.
IJM is a dynamic, highly professional organization that has experienced rapid growth and an expanding platform of work. IJM’s founder, Gary Haugen, serves as Chief Executive Officer, managing the operations of IJM’s global enterprise and is also a frequent presenter and speaker to Congressional and other government entities, world forum platforms, news media, associations and churches around the world. The ever increasing, complex demands on the CEO’s time and the initiatives run out of the Executive Office requires the highest-level of administrative support. Accordingly, IJM seeks a mature, experienced, and energetic professional to provide direct administrative and project support to IJM’s Founder and CEO.
Reporting to the Global Sr. Officer who manages the Executive Office, the Sr. Administrative Assistant will enhance and maximize the CEO and Executive team’s productivity and effectiveness. The Executive team will succeed through regular interaction and collaboration to establish shared goals, determine priorities, manage tasks, and generate clear, consistent communication. As a member of this team, the Sr. Administrative Assistant will be involved in work across the organization and thus will have a unique perspective on cross-cutting issues, common challenges, and possible cross-fertilization of tools, techniques and approaches. They are expected to be proactive in identifying opportunities for intra-divisional experience sharing and streamlining.
This position is based in the Washington, DC area and is available to be hybrid (onsite Tuesdays & Thursdays). It reports to the Global Sr. Officer, CEO’s Office and is only available for candidates with the right to work in the US.
Responsibilities:
Leadership and Management
- Strategically analyze and problem-solve the complexities of planning and scheduling the CEO’s calendar based upon agreed priorities including scheduling time for essential meetings, travel, tasks, and cueing up regular tradeoff discussions to accommodate often unpredictable, complex and changing requests.
- Track Executive Office assigned deadlines based on agreed priorities. Secure advance action items and materials necessary for CEO’s weekly meetings with direct reports, senior leadership meetings, Board meetings, and other meetings as needed.
- On select projects, act in support of the project manager: schedule project meetings, coordinate meeting logistics, set up interpretation services as needed, record and document meetings.
- Maintain list of all GLT Members and Executive Office staff birthdays and anniversaries; flag and collaborate with Global Senior Officer and Sr. Executive Assistant in relevant hospitality or celebrations needed.
Strategy & Knowledge Development & Implementation
- Develop and utilize technology skills to enhance the Executive Office contribution to IJM strategic initiatives through:
- Taking advantage of opportunities to learn appropriate new software applications in use within the Executive Office.
- Serving as the SharePoint page administrator.
- Capitalizing on the unique breadth of exposure to org-wide activities to inform strategy by identifying, documenting, and sharing with the Executive team any needs, redundancies, and collaboration opportunities for divisional teams and projects.
Networking & Partnership
- Maintain IJM’s culture and reputation by creating and maintaining positive working relationships with internal and external parties by corresponding over email or phone and, when necessary, by facilitating in person meetings and gatherings, with colleagues, vendors, donors, etc.
- Provide additional support to the Global Senior Officer, to include facilitating meetings and coordinating retreats.
- Create and maintain positive working relationships with other assistants, coordinators and executive assistants across IJM globally.
- Support the onboarding and orientation of new staff in Executive Office.
Policies and Procedures
- Contribute to the maintenance of style guides and internal best practices and standards as needed.
- Document and diagram processes as needed.
- Support CEO and Executive Office leaders in compliance with all IJM policies affecting their work.
Communication
- Draft CEO correspondence, including email and mail on behalf of the CEO, accurately reflecting the voice and message of the Executive Office. Upon approval by the CEO, send and deliver physical and electronic communication for the CEO both internally and externally.
- Process and screen incoming and outgoing communication and correspondence to flag work needed and ensure proper dissemination of information.
- Assist assigned Executive Office members in preparation of communications materials, including inputs for newsletters, presentations, or meetings.
Documentation, Reporting & Data Management
- Compile, organize and maintain confidential physical and electronic documentation for meetings, projects, speeches, reports and office archives; Ensures proper management of electronic and manual filling systems.
- Orchestrate, schedule and plan all CEO direct reports’ performance management process and maintain confidential documentation.
- Maintain and update the contact information for external stakeholders communicating with the CEO as well as former staff and alumni who worked with the CEO closely.
Events and Logistics
- Research and orchestrate all travel advance work for the CEO with occasional support for the Global Senior Officer, including travel arrangements and coordination of event logistics for complex multi-city and international trips, ensuring excellent collaboration with teams across the organization (Note: this will occasionally require availability during evenings and weekends).
- Coordinate, plan and assist with the CEO’s family trips, contacts, meetings and appointments as needed.
- Ensure and set up meeting rooms and reservations as well as technology set up and functionality; Track and maintain designated conference room schedules and virtual meetings for availability and efficient use of resources.
- Assist and execute logistics for all special events and projects organized by the Executive Office.
- Support the planning for and hosting of Executive Office team building events (to include booking venues, organizing catering, and planning activities).
General Accounting & Statutory Compliance
- Generate expense reports and assist in reconciling and verifying corporate credit card charges to ensure timely and accurate reimbursement; ensure all expenses are within the allotted budget.
- Maintain and manage all expense reports and finance forms related to CEO’s expenses and adhere to IJM’s financial best practice guidelines.
Clerical and Administration
- Maintain CEO task management system to ensure the CEO has both the time and materials needed for timely completion of his tasks, including weekly and daily briefing materials.
- Track Executive Office deadlines based on agreed upon priorities and deadlines assigned by other entities.
- Manage, calculate and enter time worked and time off for the CEO.
- Update and maintain all professionally related personal information for the CEO.
- Point of contact for managing and facilitating all CEO’s technology requests as well as cell phone, data plans, subscriptions, passwords and maintenance needs.
- Provide basic technical support to CEO and members of the Executive team (e.g., troubleshoot malfunctioning Zoom links, explain how to screen share, demonstrate how to initiate interpretation on Zoom).
- Manage Executive team storage in the Arlington Office.
- Coordinate with facilities on all office maintenance requests for CEO; procure office supplies for office as needed.
- As needed, respond to out of working-hours emergencies.
General Tasks
- Participate in IJM’s community of spiritual formation.
Qualifications:
Education & Experience
- Bachelor’s degree in International Relations, Communications, Business, or other relevant field.
- At least 3-5 years of experience providing top-level administrative support in fast-paced, professional environment; event experience preferred.
- Experience working in a hybrid work environment preferred.
- Experience working in a cross-cultural environment.
- Technical Competencies
- Expertly using Microsoft Suite of tools, especially Outlook, PowerPoint, Excel, and Word.
- Expertly using Zoom, WhatsApp, Teams, and other global communication platforms.
- Basic graphic design skills are a plus.
- Excellent grasp of the English language.
Non-Technical Competencies
- Proven success in managing complex internal and external relationships where tact, discretion, and diplomacy are essential.
- Adept at providing quality customer-service to a variety of constituencies.
- Highly adaptive and able to reprioritize at a moment’s notice.
- Friendly, professional demeanor and composure under pressure.
- Highly developed Emotional Intelligence (EQ) and mature judgement – instead of laying blame, takes responsibility and looks for a new solution.
- Clear and proactive communicator.
- Extremely discrete with sensitive information.
- Exhibits flexibility, a desire to serve, and passion for administrative work – willingness to go the extra mile.
- Meticulous attention to detail and disciplined with priorities.
- Self-accountable and able to meet deadlines with little supervision.
- A proactive learner.
- Culturally aware and sensitive.
Critical Qualities:
- Eager commitment to IJM's Core Values: Christian, Professional and Bridge-Building;
- Self-starter with strong initiative;
- Strong interpersonal skills and self-awareness;
- Exceptional verbal and written communication;
- Flexible, collaborative and eager to support others;
- Effective team player who fosters collaborative environment; and
- Adept at creative problem solving.
Application Process:
Upload Resume, Cover Letter & Statement of Faith* in one PDF document to the job posting on IJM's website: https://ijm.wd5.myworkdayjobs.com/en-US/careers-ijm/job/Administrative-Assistant--Executive-Office_R-01379
*What is a statement of faith?
A statement of faith should describe your Christian faith and how you see it as relevant to your involvement with IJM. The statement can either be incorporated into the cover letter or submitted as a separate document and should include, at a minimum, a description of your spiritual disciplines (prayer, study, etc.) and your current fellowship or place of worship.
What does IJM have to offer?
- 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
IJM holds strict safeguarding principles and a zero tolerance to violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy, and Code of Ethics. Candidate selection is based on technical competence, recruitment, selection and hiring criteria subject to assessing the candidates value congruence and thorough background, police clearance, and reference check processes.
At IJM, we’re committed to building a diverse workforce through fair and equitable employment practices. IJM encourages people of any race, color, age, sex, marital status or political ideology to apply for employment. While we welcome everyone into this work, we truly believe that the work we are doing is God’s work, not our own, and practice spiritual disciplines together daily. That’s why we legally require under SEC. 2000e-1 [Section702] of Title VII of the Civil Rights Act of 1964 that all employees practice a mature orthodox Christian faith, as defined by the Apostles’ Creed.
IJM requires a background check, police clearance and thorough review of references with an employment offer and/or employment contract.
. Rest assured that any major issue would be resolved ASAP. You are able to hear some residual noise from the first floor. Thankfully, Jason nor I are party animals so we are never bothersome late at night. We do however have a dog named Lincoln who often plays on the first floor so there may be some sound from that.
