Job Description
Opportunity
The Executive Program Associate will assist and support the Deputy Executive Directors (DED) in their core programmatic responsibilities, including preparing and organizing program materials and related activities, factual research into refugee and human rights issues, new program development, and ongoing advocacy efforts. They will assist the Deputy Executive Directors in the preparation and dissemination of written communications and related organizational needs. They will also be responsible for certain logistical tasks such as scheduling meetings, organizing travel logistics, submitting reimbursements, maintaining the calendar, and providing related support to the Deputy Executive Directors.
- Support the DEDs in key program and executive meetings to ensure that decisions points, tasks and all next steps are captured clearly and promptly
- Take notes and action minutes at key program and executive meetings.
- Take notes in confidential, one-on-one, or internal and external meetings and synthesize these materials into bullet points and action steps for the DEDs.
- Draft and edit background information, letters, reports, memos, and other internally and externally focused materials for the DEDs.
- Organize, schedule and quickly prepare for internal and external meetings for the DEDs and keep them informed on all changes. Handle action items and follow up on them.
- Manage the calendar and change meetings as necessary, keeping DEDs informed of changes. Over time determine the low, middle, and high priorities for best and prompt scheduling.
- Make travel reservations and logistics for the DEDs and Executive Director
- Assist in the preparation of expense reports for the ED and the DEDs.
- Provide other administrative and office management support as needed.
- Manage sensitive and confidential information.
- Assist in staff meetings, retreats, external convenings and Board meetings, among others, when requested.
- Prepare content as requested for organizational communication and marketing materials, including the weekly and monthly e-newsletters.
- Accompany DEDs in their varied external and internal meetings as needed and attend meetings and take notes as a designee if asked by the DEDs
- Support Executive Director on an ad-hoc basis
- Perform other duties as assigned.
- Minimum of two to three years experience as an Executive Assistant or similar administrative position;
- Experience with social justice, human rights and immigration/migration field;
- Exceptional organizational skills that reflect sound judgment and the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
- Proven ability to handle confidential information with discretion, adaptable to meet competing demands, and demonstrating the highest level of client service and response;
- Ability to prioritize conflicting needs appropriately;
- Capable of working expeditiously and proactively, often with deadline pressures;
- Highly resourceful team player with the ability to work independently ;
- Exceptionally strong interpersonal skills with the ability to build successful relationships with a variety of different stakeholders;
- Demonstrate proactive approaches to problem-solving with strong decision-making capability;
- Proficient with technical tools and their applications, such as Project Management (Asana), Google applications, Office Suite (including Excel and PowerPoint), Remote Desktop and VPN, Skype and Signal;
- Outstanding verbal and written communication skills;
- Excellent note-taking skills;
- Strong research, writing, and analytical skills;
- Prefer experience working in an non profit or international organization and/or living or working outside of the U.S.
Location: The candidate will work in IRAP’s U.S. office in New York City. This is a hybrid position where some work can be done remotely, and some work will require in-person attendance.
Compensation
The annual full-time equivalent salary range for this position is $67,456-84,244, commensurate with experience and office location.
Benefits
IRAP’s benefits vary across office locations, and IRAP seeks to offer equitable and generous benefits to all employees. IRAP’s US benefits include:
Fully paid family health insurance- Retirement options
- Extensive PTO (20 or more vacation days & 19 org-wide holidays)
- Comprehensive leave time for sickness
- Disability and parenting (4 months of parental leave)
- Reimbursement for work from home equipment
- Generous opportunities for professional development