Amnesty International USA (AIUSA) seeks a meticulous and organized Executive Office Coordinator with excellent multi-tasking and analytical abilities to support the Executive Director and the Board of Directors.
The Executive Office Coordinator (“EOC”) is a member of the executive office, reporting to the Executive Director (“ED”). The EOC provides administrative and logistical support to the ED and the Board of Directors (“Board”). They are responsible for the ED’s calendar and email, ensuring that the ED is informed and prepared for daily meetings and activities; they ensure that time-sensitive issues are prioritized, and they keep the ED office running smoothly at all times. Additionally, the EOC coordinates and facilitates the communication with executive management, key external allies, funders, and employees. The EOC also manages board logistics, makes arrangements for Board committee meetings and Board travel, and provides high-level administrative support to the Board of Directors.
- Responsible for all aspects of the ED’s office including managing the ED’s calendar and handling travel arrangements; monitoring and ensuring information and communications are up-to-date and timely; and negotiating competing demands on their time to ensure the ED is organized and appropriately prepared for all items on his/her schedule.
- Manages the ED’s calls and correspondence, reviews email and drafts responses where appropriate, and ensures timely response on all communications.
- Supports the ED in working collaboratively with the Executive Team, departments, staff, the Board of Directors, and key external allies.
- Monitors budgets for the entire Executive Office; oversees invoice processing, monthly expense and budget reports.
- Handles all administrative needs of the Board of Directors, including booking travel and accommodations, logistics for board meetings and processing reimbursements.
- Maintains the ED and Board’s files, reports, and contact lists.
- Takes meeting minutes as needed; transcribes and distributes.
- Other duties as assigned.
- At least three years of experience in an administrative or operational role within a fast-paced, high demand environment
- Experience working with sensitive or confidential information
- Experience working on human rights issues or with a Board of Directors preferred
- Non-profit experience helpful
- Excellent calendar management, time management and organizational skills as well as attention to detail
- Demonstrated professionalism, diplomacy, tact, discretion and good judgment; respect and maintain confidentiality
- Ability to manage multiple tasks of differing type and function often simultaneously and to ensure that critical issues receive proper attention
- Strong commitment to the principles of Inclusion, Diversity, Equity and Accessibility; ability to work effectively with many different constituencies
- Excellent interpersonal, oral, and written skills
- A positive attitude, humility and tenacity with a passion for human rights
- Proficient in MS Office, including Excel, Word and PowerPoint
- Flexible and ability to adjust to changing priorities
- This position requires flexible working hours and will work occasional nights and weekends. The role will require 10-20% travel.