Executive Assistant to the CEO

Innovative Human Rights NGO Seeks Executive Assistant to the CEO

About Asylum Access

Asylum Access believes it’s time to put power back in the hands of people who have been forcibly displaced from their home countries.

Our unique combination of legal empowerment, policy advocacy, and global systems change creates conditions in which refugees can live safely, move freely, work legally and go to school. By supporting refugees as they assert their rights, we help restore their power and agency. Our work transforms the traditional approach of endless humanitarian handouts to a sustainable solution that honors refugees’ freedom, dignity, and autonomy, and empowers them to make choices about their own lives.

Asylum Access’ global team and family of local civil society organizations advocate making human rights a reality for refugees throughout Africa, Asia, and Latin America. Our national organizations are led and staffed primarily by community members in those countries, and there is strong mutual trust and respect between us and our clients. On the international stage, we work with established institutions to shift the global system to better uphold and promote refugees’ human rights. We can help catalyze and lead systemic transformation because, uniquely among NGOs in the refugee response sector, we focus exclusively on rights and governance.

Position Description

The Executive Assistant position will work directly with Asylum Access’ CEO and will regularly engage with top global leadership of the organization. This is a dynamic position that requires strong attention to detail, a great sense of initiative for accomplishing work that needs to be done, and the ability to manage multiple deadlines in many different areas.

Essential Responsibilities

Executive Assistance to the CEO:

• Completes a broad variety of administrative tasks for the CEO and including:
  • Managing an active calendar of appointments;
  • Managing the CEO’s inbox actively and responding to emails in a timely manner;
  • Drafting and editing correspondence for the CEO;
  • Keeping the CEO well-informed of upcoming commitments and responsibilities;
  • Ensuring the CEO's schedules are followed and respected;
  • Proactively addressing conflicts in scheduling;
  • Arranging complex and detailed travel plans and itineraries;
  • Compiling documents for appointments and meetings;
  • Preparing briefs, reports, and presentations;
  • In line with finance and operations procedures, completing reimbursements, managing invoices, following up in payments and assisting in budget management;
  • Researching and following up on incoming issues to be addressed by the CEO.
• Provide a bridge for smooth communication between the CEO, internal staff, and external partners.
• Manage all scheduling and meeting logistics for the board and board committee as needed.
• Assist top leadership staff in preparing agendas and materials for board and committee meetings.
• Draft minutes to record board meetings in a timely manner.

Shadowing and Support to the CEO:

• Manage CEO’s correspondence with leaders, organizations, and decision-makers worldwide, exercising strong judgment and strategic thinking to maintain and build relationships with a wide range of contacts across many cultures.
• Develop preparatory materials for the CEO’s internal and external meetings with government and multilateral representatives, peer NGOs, donors, and funders, and staff, and efficiently manage logistics and calendar for these meetings.
• Accompany the CEO in internal and external online meetings (and as resources permit in-person meetings), and manage outreach and follow-up related to these relationships, including managing meeting notes, communication about meetings to others in Asylum Access, and development of follow-up materials such as concept notes for partnerships, funding, or advocacy initiatives.

Special Projects

• For the CEO, draft research briefings on individuals, entities, or specific topics; develop high-quality visual presentations; and other projects as assigned.
• Other duties as assigned.

Required Qualifications

• Demonstrated experience assisting senior staff and providing general office support.
• Proven experience and proficiency in writing meeting minutes and drafting executive correspondence.
• Strong organizational and schedule management skills.
• Fluency in English.
• Excellent writing skills.
• Solid organizational and project management skills; ability to manage multiple projects and see projects through to completion, and to take initiative.
• Comfortable and skilled in communicating and managing relationships with high-profile individuals, including global- leaders, influencers, and philanthropists.
• Experience traveling independently and planning travel logistics, including internationally.
• Interest in international human rights and refugee rights and related topics.
• Ability to work with diverse individuals and groups; culturally sensitive.
• Advanced working knowledge of Microsoft Office (Excel, Word, PowerPoint) and Google Apps (Gmail, Google Drive, Calendar, Docs).

Preferred Qualifications

• Fluency in Spanish is highly desirable; fluency in Arabic, French, Thai, and/or Malay is helpful.

Hours and Location

This position will require approximately 40 hours of work per week.  Asylum Access headquarters is a fully remote workplace; however, to align with the CEO’s schedule, the candidate must be based in California, Texas, New York, and/or Latin America**.**

The schedule and hours are somewhat flexible, but the position will require accompanying the CEO at meetings outside business hours from time to time.  Commitments regarding hours and work time will be formalized between the selected candidate and the position supervisor.

Compensation

The position comes with a well-paying nonprofit salary based on location, experience, and a robust benefits package.

Asylum Access is committed to paying competitive salaries and upholding sustainable equity practices. Due to the ways in which salary negotiations perpetuate existing structural inequities, Asylum Access as a practice does not participate in salary negotiations for any candidate. We will make our best offer, and it will be the same regardless of the candidate.

Application Instructions

Please submit a resume and cover letter to apply for this position. In your cover letter, please describe your reasons for applying, your relevant qualifications, and how you learned about the position. If you would like to submit a brief writing sample in English, this is optional but not required.

Asylum Access is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We value the expertise of those who have experienced displacement and encourage people with such lived experiences to apply.

For more information about our organization, visit www.asylumaccess.org_._