Executive Assistant, International Gay and Lesbian Human Rights Commission, New York, NY

Executive Assistant

Posted on: June 10, 2013
Posted by: International Gay and Lesbian Human Rights Commission

DESCRIPTION

Founded in 1990 and guided by the values of collaboration, depth and feminism, the International Gay and Lesbian Human Rights Commission (IGLHRC) strives to help lesbian, gay, bisexual and transgender (LGBT) people live safer, healthier, and more empowered lives worldwide. IGLHRC focuses its efforts on supporting organizations to effectively document human rights violations and advocate for the rights of LGBT people. IGLHRC's vision of change includes policy reform, legal challenges, increased coalition work, and stronger LGBT communities worldwide. IGLHRC currently seeks an Executive Assistant.

The Executive Assistant is a full time position and reports primarily to and provides comprehensive support for the Executive Director. The core function of this role is to ensure that the Executive Director maintains an active, effective, and well-managed schedule related to internal and external organizational activities. As a secondary function, the Executive Assistant coordinates specific projects and activities related to other departments including Communications, Development, Operations and the Program staff.

DUTIES & RESPONSIBILITIES

• Maintaining the Executive Director's calendar, setting appointments, and briefing the Executive Director each day on the schedule;
• Arranging travel for the Executive Director including purchasing of airline tickets, hotel reservations, and car rental; creating and maintaining schedule for all trips, including meetings, logistics, and events;
• Managing the Executive Director's and IGLHRC's general email inbox by screening incoming mail, determining how best to route certain questions and inquiries, and responding to selected messages;
• Responding to incoming calls and requests. In Executive Director's absence, ensuring that requests for action or information are relayed to the appropriate staff member; handling and assuring timely payment of all Executive Director-related invoices;
• Composing routine correspondence on own initiative or from brief notes or oral instructions, referring to other sources for detailed information; Assembling materials or reports for distribution. Preparing reports where the information may be gathered from several sources or may be difficult to organize or compile;
• Proofreading typed or printed work and checking records and reports for grammatical construction, completeness, clerical, arithmetical, and typing accuracy, and for compliance with established standards and special instructions;
• Typing drafts and finished documents of a variety of material from written and verbal instructions, which may include letters, memoranda, notices, records, reports, and other material (may include some technical terminology);
• Acting as liaison between Executive Director's office and other organizations;
• Other duties as assigned.

The Executive Assistant will also provide support to the Board of Directors. These duties include:

• Preparing and distributing Board reports and Board meeting packets;
• Coordinating Board meetings, including booking rooms, catering, putting together board packets, and sending to each board member in advance of meeting. Purchasing and ensuring proper distribution of board gifts. Attending all board meetings and calls;
• Recording and distributing meeting minutes;
• Maintaining Board binder of all meetings, resolutions drafted, etc.;
• Maintaining communication to the Board as requested;
• Maintaining up-to-date Board contact list;
• Managing logistics of face-to-face Board meetings, including travel & hotel arrangements;
• Other Duties as assigned.

Other general administrative and miscellaneous duties include:

• Receiving and distributing all incoming mail and coordinates outgoing mail. Recording checks received and forwarding mail to the Operations Manager;
• Completing special projects as needed;
• Providing support as requested;
• Greeting and directing office visitors, answering main office telephone system, responding to direct requests for information and/or forwarding messages to appropriate staff. Making sure the office is kept in orderly and clean fashion;
• Assisting with review of administrative procedures and development of systems to assure compliance by all staff;
• Maintaining inventory for office supplies;
• Providing eadministrative support to staff for copying, faxing, and large scale mailings;
• Maintaining and updating edatabase as needed;
• Responding to staff requests for administrative support as needed;
• Additional duties as assigned.

REQUIREMENTS

• Bachelor's degree in a related field.
• Proficiency in Microsoft Word, Excel and Database management experience preferred.
• Excellent verbal and written communications skills.
• Ability to present information concisely and effectively, both verbally and in writing.
• Ability to organize and prioritize work.

HOW TO APPLY

Interested candidates should e-mail a cover letter explaining how your skills and background fit this position and a resume/CV to jobs@iglhrc.org. Please refer to Executive Assistant in the subject line.

IGLHRC is an equal opportunity/affirmative action employer. Women, People of Color, and transgender/gender-variant individuals are strongly encouraged to apply.