Executive Assistant to Executive Director - REMOTE

Overview

• Work Location: Remote; based in USA Eastern time zone

• Application Close Date: Open until position is filled

• Estimated Start date: August 1, 2022

• Reports to: Executive Director

• Schedule: Open to full and part-time candidates (30-40 hrs per week)

• Terms: one year initial contract

• Travel: 10-15%

• Level: 5

About HOT

Humanitarian OpenStreetMap Team (HOT) sits at the nexus of participatory mapping, community-led development, humanitarian response, open data and tech. With a talented and diverse team spread around the globe, HOT is an NGO which supports a dynamic global community of thousands of dedicated volunteers using maps and open data for humanitarian response and the Sustainable Development Goals. Working with humanitarian and development partners like the Red Cross, Médecins Sans Frontières, UN agencies, governments and others, the HOT community maps in solidarity with those affected by or at risk of disaster, contributing the maps and data aid workers need to do their lifesaving work.

In 2020 the work of the HOT community was recognized by TED’s Audacious Project, a collaborative philanthropic initiative that serves as a springboard for social impact on a grand scale, leading to an exciting new phase of growth. HOT is expanding its activities: opening four regional hubs and scaling up its support to local mapping communities with the audacious goal of mapping an area home to one billion people in 94 countries at high risk of disasters or experiencing poverty - mapping with communities before they are in crisis.

About You

You are a dedicated administrator with excellent experience in managing projects or providing administrative or operational support to multiple directors or executive functions.
You should enjoy working in diverse, international, and virtual office environments, and have a track record of doing so. You are a good communicator and can manage different types of communications for and on behalf of the Executive Director.

You are ultra-organized and have demonstrated experience with improving your workplace’s organization in a complex, international environment: everything from files to project management. You are comfortable working independently, yet staying in close contact with other colleagues in HOT and “managing up” to help ensure awareness of deadlines. You are able to track and stay on top of multiple competing priorities not only for themselves but also on behalf of leadership team members.

Finally, and perhaps most importantly, you want to grow your career specifically within a rapidly evolving humanitarian and development NGO, and care deeply about the mission.

About the Role

The Executive Assistant role is an exciting new role at HOT that aims to increase the overall efficiency and effectiveness of the HOT Leadership Team. The Executive Assistant reports to HOT’s Executive Director (ED) and serves as a close partner to the Executive Director (ED) and Leadership Team members in the US Eastern time zone. The Executive Assistant will spend approximately 60% of their time working directly with the Executive Director on managing his schedule, corresponding with donors and the board, preparing for and sharing outcomes from meetings & events, and planning travel and events. The remaining 40% of the role will be dedicated to support other members of HOT's Leadership Team, specifically the Director of Finance & Operations and Director of Philanthropy & External Relations on scheduling, meeting support and ad hoc research and projects that directly benefit the global operations of the organization.

The Executive Assistant role is varied, involving interaction across all of HOT’s 100 staff members in more than 20 countries. Typically, about half of each day is spent in events or meetings with partners and staff. Outside of meetings, the Executive Assistant will carry out a number of administrative tasks, share outcomes from meetings & events, undertake research activities, and more. The role will be a crucial part of the Leadership Team and you will be a great fit if you are interested in directly enabling the success of a small, yet ambitious international nonprofit organization.

Responsibilities

• Meet regularly with the ED and Director of Finance & Operations

Schedule / calendar management

• Develop time allocation priorities with ED and manage the ED’s agenda within those priorities
• Keeps abreast of Leadership Team’s immediate and long-term commitments and plans; identifies conflicts, flags problems for intervention and corrects course as appropriate
• Work with colleagues across timezones to schedule leadership team, senior management team, internal staff, and external partner meetings
• Triage external requests for meetings and work with HOT staff and partners to arrange
  Participate in selected meetings both internally and externally on behalf of the ED and/or the Director of Finance & Operations

Effective meetings

• Prepare meeting outlines and formal agendas
• Research and prepare draft talking points and slide decks using Google Slides
• Document meeting notes/minutes using Google documents and Salesforce; share with staff, voting members, and/or external partners
• Track follow-up actions, communicate, and remind action owners, including high level stakeholders such as Board of Directors and key partners

Email and correspondence

• On behalf of the ED, triage incoming email, organize inbox, and draft email
• On behalf of the Director of Finance & Operations, triage incoming emails
• Review and edit correspondence for accuracy and grammar
• Keep files organized in HOT’s Google Drive file system
• Organize work using digital based tools such as Miro, Loomio, Mediawiki, etc.

Travel, events, and special projects

• Arrange complex international travel itineraries for multiple staff members and group meetings
• Support HOT and OpenStreetMap community event planning and logistics
• Carry out research and analysis on special projects from time to time

Qualifications

Essential

• Demonstrated experience in managing projects or providing administrative or operational support within the office of a senior executive
• Track record of working in diverse, international, and virtual office environments
• Fluency in virtual collaboration tools like Google Workspace (Docs, Sheets, Slides), Slack, Salesforce, Loomio
• Outstanding English language written and verbal communication skills
• Ultra-organized and have demonstrated experience with improving your workplace’s organization in a complex, international environment: everything from files to project management
• Able to track and stay on top of own multiple competing priorities as well as the leadership team’s priorities
• Comfortable working independently, yet staying in close contact with other colleagues in HOT and “managing up” to help ensure awareness of deadlines
• Has the drive to grow their career specifically within a rapidly evolving humanitarian and development NGO, and cares deeply about the mission
• International NGO working experience

Desirable

• Fluency in different language especially those spoken in our priority countries is a benefit

Are you missing a few of the technical skills listed? We would still like to see your application. While the skills above fit our vision of this role, we are open to those candidates with a strong knowledge foundation that are fast learners and highly motivated to close any skill gaps.

Compensation

HOT values transparency and equity. All HOT compensation globally is set according to a framework detailed on our website. HOT offers a work-from-anywhere culture, flexible working arrangements, and various other benefits that support staff wellbeing.

Equal Opportunity

We seek to recruit persons that reflect the diversity of the communities we work with. HOT does not discriminate on the basis of age, gender identity and expression, national origin, race and ethnicity, physical ability, religious or belief systems, political convictions, or sexual orientation. Further, HOT seeks to support the development and advancement of staff within the organization. Our staff includes people who are parents and nonparents, the self-taught and university educated, and from a wide range of socio-economic backgrounds, lived experiences, and perspectives on the world. HOT is an equal opportunity employer. We seek to live our values and promote inclusivity in all locations. All of our staff work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of all is valued and respected.

HOT is committed to diversity within our team, and recognizes our role in closing the digital divide, including identifying obstacles that certain groups face in developing skills needed for roles in the humanitarian & technology sectors. Women, nationals of developing countries, and members of other underrepresented groups are strongly encouraged to apply.

To Apply

Please complete the application as soon as possible. Your CV/resume should not exceed 2 pages. Kindly note that we are processing applications on a rolling basis and the position may be filled at any time