ICAN seeks an experienced and highly organized Executive Assistant to provide comprehensive administrative support to the Executive Director (ED) and serve as a liaison with staff to ensure efficient workflow, including supervising office management and operations staff.

The International Civil Society Action Network (ICAN) is a DC-based non-profit organization whose mission is to support civil society activism in promoting women’s rights, peace and human security in countries affected by conflict, transition and closed political space. ICAN aims to support women’s efforts through bridging the divisions between activists and the policy community, elevating the voices and experiences of women activists, building skills, and ensuring the exchange of knowledge and resources. Our vision is a world founded on peace, equality and respect for pluralism.

Primary responsibilities may include any of the following:

Logistical Support to the ED

  • Manage the ED’s schedule including travel, speaking engagements and meetings
  • Manage the ED’s travel arrangements in coordination with travel agent and event organizers as relevant
  • Prepare and ensure delivery of materials and publications for the ED’s events

Administrative Support to the ED

  • Prepare ED’s expense report and manage receipts and reimbursements
  • File and retrieve documents on behalf of ED
  • Monitor and provide basic technical support to ED (e.g. software updates, password recovery, etc.)
  • Review and manage approval of expense reports, time sheets, and other forms submitted by directly reporting staff
  • Review and approve all large purchases of goods and services acquisitions to ensure that these purchases comply with ICAN’s purchasing policies and all necessary documentation is present (contracts, invoices, quotes etc.)
  • Organize board retreats and quarterly calls with board 
  • Assist with other administrative tasks that may be assigned by ED
  • Update, and implement office policies and procedures and oversee adherence

Human Resources Support to the ED

  • Maintain employees’ files and ensure that all employment contracts are timely signed and all necessary paperwork is obtained from the employees
  • Support the ED in personnel search, selection and recruitment processes
  • Organize orientation of new staff members
  • Establish and maintain procedures for evaluation and management of ICAN’s staff performance
  • Organize periodic professional training of ICAN staff

Communications Support to the ED

  • Communicate with ICAN’s external stakeholders as needed (donors, partners etc.) on behalf of the ED
  • Assist with the ED’s external communications including setting up conference calls, monitoring email, and opening mail
  • Provide proofreading support to ED as needed
  • Draft and format letters on behalf of ED
  • Coordinate ED’s public relations and speaking events with Communications team, including processing speeches and interviews
  • Maintain regular communication with ICAN’s board on behalf of ED, as needed

Staff Liaison to the ED

  • Coordinate regular meetings with Program Directors (PDs)
  • Manage a prioritized to do list of items submitted by staff for review
  • Ensure timely communication about and coordination of ED’s schedule with staff
  • Collate information produced by the PDs for grants and donor reports

Desired Qualifications:

  • Must have permit to work in the US (ICAN cannot offer sponsorship)
  • Self-motivated with knowledge of and enthusiasm for creating and managing workflow processes
  • Previous experience as executive assistant or support to principal and familiarity with the non-profit sector
  • High degree of professionalism and discipline
  • Flexibility and patience to suit a dynamic and non-traditional working environment
  • Strong inter-personal skills and respect for people from other cultures and backgrounds
  • Excellent organizational skills and attention to detail
  • A sense of humor and common sense
  • Willingness to work flexible hours

Please send your CV along with a cover letter to info@icanpeacework.org.  Only shortlisted candidates will be contacted and advance to next stage of selection process.

+1 202 986 0952

info@icanpeacework.org

media@icanpeacework.org

Suite 524, 1775 Massachusetts Avenue, NW, Washington, DC 20036

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