Job Title: Executive Assistant to the President/Administrative Manager, Office of the President
Department: Office of the President
Center Background: The Center for Reproductive Rights (the Center) is the premier global legal organization dedicated to advancing women’s reproductive health, self-determination, and dignity. Its mission is straightforward and ambitious: to advance reproductive health and rights as fundamental human rights that all governments around the world are legally obligated to protect, respect, and fulfill. Headquartered in New York City, the Center has regional offices in Bogota, Geneva, Kathmandu, Nairobi, and Washington, DC and a staff of more than 170 diverse professionals. Its annual operating budget is approximately $23 million, the result of an extraordinary growth trajectory; the Center is now poised for a new phase of significant expansion through its next Strategic Plan.
The Center’s game-changing litigation and advocacy work, combined with its unparalleled expertise in constitutional, comparative, and international human rights law, have transformed how reproductive rights are understood by courts, governments, and human rights bodies worldwide. It has played a key role in securing landmark legal victories in the U.S., Latin America, Africa, Asia, and Eastern Europe on issues including access to life-saving obstetrics care, contraception, safe abortion services, and comprehensive sexuality information, as well as the prevention of forced sterilization and child marriage. It has brought groundbreaking cases before national courts, U.N. Committees, and regional human rights bodies, led the development of historic, proactive legislation advancing robust protections for reproductive rights, and has built the legal capacity of women’s rights advocates in more than 55 countries.
To learn more about the Center for Reproductive Rights, go to www.reproductiverights.org.
The Role: The Executive Assistant to the President / Administrative Manager, Office of the President will report directly to the Chief of Staff and will work closely with the President. S/he will ensure smooth and effective operations of the Office of the President and is primarily responsible for running the President’s daily operations, ensuring the President’s time is managed effectively, and that she is prepared for all internal and external meetings. The Executive Assistant works closely with members of the Executive Team, serving as a liaison for internal and external programmatic and operational projects, and will have the support of an Administrative Assistant.
- Oversee the day-to-day activities of the Office of the President (OOP), including the delivery of quality, high-level administrative support to the President, specifically in regard to calendar management, travel arrangements, and meeting preparation/follow up.
- Manage the President’s calendar to reflect strategic priorities and help in effective management of her time toward achieving operational goals;
- Serve as the primary point of contact for all internal/external OOP scheduling requests;
- Assume responsibility for the overall execution, planning, and related advance and logistics for the President’s travel schedule, across the U.S. and globally: organize trip planning calls with internal/external stakeholders, develop written, detailed schedules, confirm travel plans and appointments, manage all related transportation and lodging, and accompany as necessary;
- Develop and maintain processes, templates, and formats related to scheduling, including request templates, event memos, and agendas; and
- Manage target meeting list, in conjunction with appropriate staff, to ensure President’s continued visibility among and contact with key constituents including, but not limited to, partners, donors, media.
Meeting Preparation and Follow up:
- Ensure the President is prepared for all internal and external meetings through oversight and organization of all briefing memos, remarks, and additional collateral, coordinating across departments, and anticipating needs and strategizing solutions;
- Serve as liaison between OOP and other departments, managing OOP involvement in intra- and inter-departmental projects regarding the President’s external presence: attend meetings, develop agendas, record minutes, maintain records, monitor action items and follow-up.
- Conduct subject matter research and compile background information on meeting participants;
- Draft and file meeting notes, follow up correspondence, and key actions and ensure communication thereof with all relevant parties as appropriate; and
- Attend and provide appropriate support to the President as needed for meetings/conferences/events (travel is required).
Management (time and communications):
- Manage President’s incoming email’prioritizing for attention and drafting responses as appropriate;
- Manage information flow into and out of the Office of the President, ensuring follow up with and engagement of appropriate staff;
- Consult with Executive and Management staff on President’s outreach (internal and external)’drafting correspondence and managing action steps as appropriate
- Manage/triage processes (program and operations involvement) in consideration of President’s calendar; and
- Assist the President in the development of research, reports, presentations and publications as needed.
- Board meeting preparation: edit and coordinate reports, assist with logistics, and other duties as needed;
- Contribute to departmental work planning and priority setting;
- Manage daily office operations with Administrative Assistant (e.g., managing receipts, contact management, and general office support); and
- Complete special projects as required.
- Commitment to the Center’s mission, purpose, and values;
- Experience in support of executive/senior managers faced with the challenge of prioritizing their time in a complex, faced-paced environment;
- Minimum of 3 to 5 years of related, progressively-responsible work experience, including scheduling and travel management experience;
- Bachelor’s degree required;
- Must be highly organized, with a strong work ethic and attentive to detail;
- Excellent presentation, writing, editing, and proofreading skills;
- Experienced in project management and ability to handle multiple projects and tasks with frequently shifting priorities;
- Ability to maintain confidentiality with sensitive information;
- Solutions-oriented approach with strong analytical/reasoning skills;
- Professional and friendly demeanor and strong customer service skills;
- Must be able to work proactively and independently, multi-task, and work under tight deadlines;
- Dependability, diplomacy, and a sense of humor are necessary;
- Flexibility to work overtime;
- Ability to work in a multicultural, diverse, and highly performance-driven environment;
- Ability to see and understand the big picture and translate into a strategic schedule;
- Ability to travel domestically and internationally as needed; and
- Excellent computer skills including Excel, Word, Outlook, and PowerPoint; with the ability and curiosity to adapt to new technologies.
Critical Position Behaviors:
- Collaborative: Brings a track record of working effectively with various and diverse individuals and groups. A willingness to actively listen and invite different views and opinions across all levels of the institution to build alignment in support of a common goal.
- Innovative: Demonstrated ability to be innovative and highly productive, with a focus on excellence in a high energy, fast moving, deadline-oriented environment
- Initiative: Effectively responds to pressure or crisis situations and acts professionally. Uses resources well. Follows through on ideas, assignments and open issues. Must possess a “can-do” and “will-do” attitude.
- Commitment to learning: Applies a growth mentality to their own development and pushes self and others to work out of comfort zone. Promotes a culture of learning by modeling inquisitiveness and an openness to viewing mistakes as an opportunity to learn and improve
- Integrity: Possesses impeccable integrity and personal and professional values that are consistent with the Center’s high standards and mission.
- Transparency: Consistently applies openness and honesty in communicating decisions and plans to team members.
- Adaptive/flexible: Has a can do/will do attitude and demonstrates comfort with ambiguity and calculated risk-taking.
- Empathy: An empathetic, approachable team player who engenders trust and confidence, with an inherent ability to interact positively with all members of the Center staff.
- Independent Worker/Thinker: Must have the ability to work independently and in a team setting.
- Confident: Must possess and exhibit a level of confidence in themselves and his/her work but be able to take direction and criticism professionally.
- Results Oriented: Ability to achieve results and complete assignments in a timely manner.
Compensation: The Center offers a competitive salary commensurate with experience and a comprehensive benefits program.
How to Apply: Please click on the link below to apply. A cover letter, resume, and contact information for three references must be included in your application in order to be considered for this role. It is encouraged to include these application materials as attachments.
Deadline for applications: Applications will be reviewed on a rolling basis until the position is filled. Applicants are strongly encouraged to apply as soon as possible.
The Center for Reproductive Rights is an equal opportunity employer, committed to inclusive hiring, and dedicated to diversity in our work and staff. We strongly encourage people from all groups and communities to apply.
For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.