Executive Assistant to the President
Scope of Work
The Executive Assistant to the President at the International Center for Religion & Diplomacy (ICRD) is responsible for coordinating a range of day-to-day administrative tasks, including office management, record keeping, logistical, and clerical duties. Based on requests, the position also supports the ICRD team with research, organizational development, and outreach activities. The estimated expectations for those responsibilities are:
Administrative (~90% = ~150-156 hours/month*):
General (~35% = ~55 hours/month):
1. Coordinate all basic office management tasks, including: collecting and appropriately directing mail (physical and electronic), responding to phone and e-mail inquiries, organizing and archiving electronic and physical documents, ensuring the timely payment of bills, tracking accounts, and maintaining office supplies and infrastructure (eg: internet, phones, printer/scanner account, etc.);
2. Assist ICRD’s President and other senior staff with managing calendars, preparing documents, generating accurate information on accounts and programs, maintaining schedules of grant responsibilities, and other tasks as requested;
3. Assist Financial Manager and Development Team with tracking contributions, depositing checks, and drafting thank you letters to donors;
4. Coordinate ICRD’s bi-annual board meetings, and support thematic panels and conferences, by preparing materials, taking minutes, conducting outreach to invitees, and tracking attendance;
5. Play a central role in assisting with the planning and execution of the Center’s Annual Faith-in-Action Award Dinner;
6. Schedule travel and produce travel itineraries, as requested;
7. Coordinate with the Outreach Team to produce and disseminate mailings (newsletters, invitations, direct mail, etc.).
Support to Human Resources (~35% = ~55 hours/month):
1. Help to recruit and oversee the intern pool;
2. Coordinate with senior staff to advance internal hiring processes, including drafting position descriptions, posting on relevant job sites, and collecting and vetting resumes;
3. Ensure broad organizational compliance with internal policies and procedures;
4. Other tasks as needed.
Financial Support (~20% = ~30 hours/month):
1. Coordinate the monthly adjustment and distribution of employee timesheets, organize the information in summary charts, and reconcile with the Financial Manager and Program Teams to ensure accurate accounting and information related to grant-funded salary requests;
2. Monitor the bank account daily, coordinate summary information, get appropriate approvals and credit card allocation information from the President, and flag any unusual activity;
3. Assist the Financial Manager with monthly financial reconciliations;
4. Organize supporting documentation for the annual audit;
5. Support purchases according to the Financial Manual regulations;
6. Coordinate office expenditures with the Financial Manager.
Program Support (~10% = 15 hours/month):
1. Assist with searching for program grant opportunities;
2. Help with writing proposals;
3. Conduct research and writing for programs;
Some of the expected Executive Assistance qualifications include the following:
· Strict attention to detail;
· Self-starter with the ability to identify and solve problems and propose systemic solutions with minimal supervision;
· Fluency in both written and spoken English;
· Exceptional research, writing, and editing skills;
· Effective at working as part of a team in a diverse and fluid environment;
· Meaningful experience in administrative support to project management and implementation;
· Willingness to be flexible and contribute beyond normal tasks and areas of expertise;
· Ability to handle multiple, competing deadlines, as well as adapt to differences in cultural and professional styles;
· Strong inter-personal skills with an absolute commitment to religious pluralism and religious freedom;
· Legally authorized to work in the United States (ICRD is unable to sponsor visas at this time);
· Relevant technological skills, including MS Office (word processing, spreadsheets, etc.). Familiarity with QuickBooks and donor database software (such as Salesforce) desirable, but not essential.
· Bachelor’s Degree with 3 years of relevant experience.
Salary Range: $32,000 to $42,000 annually, commensurate with experience. Flexibility of salary range for more senior applicants will be seriously considered.
To apply, please send a cover letter (citing PCDN as the source of the posting), resume and writing sample to Maelys Lossa at [email protected] Applications will be reviewed on a rolling basis and accepted no later than 23 July 2021.