This position provides support to the Chief Financial and Administration Officer (CFO) of Amnesty International USA. The CFO is a member of the Executive Team which sets overall strategy and direction for AIUSA. The CFO and Executive Team both work closely with the Board of Directors in areas of strategy, governance and compliance.
The Finance and Administration department involves the organization’s finance, information technology, administrative and facilities functions. The Executive Assistant works directly with the CFO to develop and operationalize systems to support the work of the whole department. This includes basic administrative support, help with ongoing operational issues, and multiple special projects. The Assistant provides support and guidance to the CFO to ensure they are informed of relevant issues and important developments. This position handles confidential information and sensitive matters.
- Coordination: Works with the CFO on day-to-day issues and special projects to support the work of the department. Supports the CFO in creating processes and systems to support collaboration within the department and across the organization. Provides logistical support for key department meetings and retreats. Works with the CFO to coordinate departmental planning processes in conjunction with relevant stakeholders. Participates, as needed, on key interdepartmental teams.
- Data Management: Oversees management of key department data including Committee minutes and financial records. Develops or improves systems to facilitate this. Processes and maintains archives of AIUSA contracts to be signed or approved by the CFO. Point of contact for requests for certificates of insurance for AIUSA.
- Department Reporting: Coordinates department calendar of events, activities, and meetings; tracks and manages data for purposes of reporting and analysis; coordinates compilation of departmental Board reports on behalf of the CFO.
- Financial: Assists CFO in monitoring department expenses and budget; processes invoices and expenditure approvals for payment; tracks department expenses. Serves as minute-taker for the Audit Committee and the Finance Committee of the Board of Directors. Supports the annual audit process by tracking in-house inventory and compiling items from the auditor requests list as assigned by the Financial Controller. Uses Financial Edge software and runs financial reports as needed to answer routine finance-related questions from across AIUSA. Maintains AIUSA state sales and use tax and hotel room tax exemptions.
- Diversity, Equity and Inclusion: Works with the CFO, DEI Director and the DEI Change team to help develop appropriate workshops within the department to help advance the culture of the department. Works to create an internal culture that is more equitable and inclusive for all regardless of their individual and group identities.
- Other: Other duties as assigned.
- Two years of relevant work experience
- Project management and coordination experience
- Office/administrative experience, including monitoring/maintaining budgets
- Experience working with sensitive or confidential content
- Experience working with employees at all levels
- Nonprofit or human rights experience preferred but not mandatory
- Experience in accounting or operations preferred but not mandatory
Skills or Related Knowledge
- Ability to think broadly while managing details
- Excellent writing, proofreading and editing skills, attention to detail is most important
- Organizational and project management skills, ability to lead projects and lead teams of others in project work
- Positive attitude with ability to take initiative
- Ability to keep information confidential
- Commitment to making the workplace more diverse, equitable and inclusive for all
- Proficiency with Microsoft Office including Outlook, Excel, Word, and PowerPoint required