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 over 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, we are seeking a Senior Coordinator, CEO Office.
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 Director, CEO’s Office, the Sr. Coordinator will enhance and maximize the CEO’s productivity and effectiveness as well as support the integration of the CEO’s Team, Global Leadership Team (GLT) and Board of Directors. The CEO’s Office 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. Coordinator 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 located in the Washington, DC area. It reports to the Global Director, CEO’s Office and is only available for candidates with the right to work in the US.
Responsibilities:
Leadership and Management
Manage the CEO’s day-to-day calendar by strategically analyze analyzing and problem solve solving the complexities of implementing the CEO’s time 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 CEO’s Office assigned deadlines based on agreed priorities.
Secure advance action items and materials necessary for CEO’s meetings with direct reports, senior leadership meetings, Board meetings, and other meetings as needed
On select processes and projects, act in support of the CEO’s Office team with scheduling; meeting logistics, hospitality and setup; recording and documenting meetings
Maintain list of all GLT Members and CEO’s Office staff birthdays and anniversaries; flag and collaborate with CEO’s Office team on any related celebrations
Events and Logistics
Research and orchestrate all travel advance work for the CEO with occasional support for the Global Director, CEO’s Office, 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 includes onsite support in the Arlington Office and will occasionally require availability during evenings and weekends during travel)
Assist and execute logistics for all special events and projects organized by the CEO’s Office including events in the IJM Arlington Office and sometimes remote locations.
Attend and support annual meetings with the IJM Board of Directors
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
Support the planning for and hosting of CEO’s Office team building events (to include booking venues, organizing catering, and planning activities)
Coordinate, plan, and assist with the CEO’s personal trips and appointments as needed when they interact with IJM business
Communication
Manage and draft CEO correspondence, including email and mail on behalf of the CEO, accurately reflecting the voice and message of the CEO’s 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 in preparation of communications materials, including inputs for newsletters, presentations, or meetings as needed
Networking and 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.
Create and maintain positive working relationships with other assistants, coordinators, and executive assistants across IJM globally as well as externally when asked to communicate on the CEO’s behalf.
Support the onboarding and orientation of new staff and interns in the CEO’s Office.
Provide additional support to the Global Director, CEO’s Office, to include facilitating meetings and coordinating retreats
Strategy and Knowledge Development and Implementation
Develop and utilize technology skills to enhance the CEO’s Office contribution to IJM strategic initiatives through:
Take advantage of opportunities to learn appropriate new software applications in use within the CEO’s Office
Serve as the SharePoint page administrator and support the filing of information the CEO’s Office regularly needs and accesses
Capitalize on the unique breadth of exposure to org-wide activities to inform strategy by identifying, documenting, and sharing with the CEO’s Office team any needs, redundancies, and collaboration opportunities for divisional teams and projects.
Documentation, Reporting and Data Management
Compile, organize, and maintain confidential physical and electronic documentation for meetings, projects, speeches, reports, and office archives; Ensure proper management of electronic and manual filling systems
Orchestrate, schedule, and plan all CEO direct reports’ performance management processes 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
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 the CEO and CEO’s Office leaders in compliance with all IJM policies affecting their work
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 CEO’s 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 CEO’s Office team (e.g., troubleshoot malfunctioning Zoom links, explain how to screen share, demonstrate how to initiate interpretation on Zoom)
Manage CEO’s Office 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, be available to handle issues outside working hours, especially when CEO is traveling
Qualifications:
Education & Experience
Bachelor’s degree in International Relations, Communications, Business, or other relevant field
At least 5+ years of experience providing top-level administrative support in fast-paced, professional environment; event experience preferred
Experience working in a cross-cultural environment preferred
Experience working in a hybrid work environment preferred
Technical Competencies
Expertly using Microsoft Suite of tools, especially Outlook, Teams, 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
Mature orthodox Christian faith as defined by the Apostles’ Creed
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 demeanour 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
Application Process:
Upload Resume, Cover Letter & Statement of Faith* in one PDF document.
*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
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