Executive Administrative Assistant

KIND; Washington (District of Columbia); On-site; USD 46,000 - 59,000; Full time

Job summary

KIND seeks an Executive Administrative Assistant to support its Executive Office, which includes senior leadership teams. The role involves managing schedules, organizing meetings, and handling administrative tasks, requiring strong communication and organizational skills in a dynamic environment.

Benefits

Medical, dental, and vision insurance

Pre-tax flexible spending account for medical and dependent care

Employer-paid life insurance

Employer-paid short and long-term disability insurance

Qualifications

• Minimum of 1 year of related work experience.
• Fluent in English.
• Ability to maintain confidentiality.

Responsibilities

• Provides administrative support for the Executive Office.
• Manages daily schedules and ensures efficient structuring.
• Attends Board and Committee meetings to take notes.

Skills

Interpersonal skills

Organizational skills

Time management

Communication skills

Confidentiality

Initiative

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

About KIND

Kids in Need of Defense (KIND) is a global leader in the protection of unaccompanied and separated children who are forcibly displaced from their countries of origin. Launched in 2008, KIND champions a world in which every child’s rights and well-being are protected throughout their journey to safety.

Building on its extensive programming and successful model in the United States, KIND is expanding in the Americas and Europe to bring its experience to bear in working with unaccompanied and separated children. Our work focuses on addressing the legal and mental health needs of this population; building strong partnerships and engaging in training and capacity strengthening with governments, NGOs, and the private sector; and advocating for systemic and pragmatic reforms to advance the rights of unaccompanied and separated children.

Position Summary

KIND seeks an Executive Administrative Assistant responsible of helping enable KIND’s Executive Office—currently consisting of the President, Executive Vice President and Chief Program Officer, Chief Legal Officer, Chief Financial and Administrative Officer, Chief People Officer, and Director—to work effectively and efficiently with internal and external stakeholders while fulfilling the organization’s mission of providing high-quality pro bono legal services, social services, and advocacy to migrant and refugee children. Reporting to the Executive Office Manager, the incumbent provides comprehensive administrative and clerical support for the Executive Office’s activities by maintaining calendars, coordinating meetings and events, processing timesheets and expense reports, and providing other administrative support as needed.

This role requires a high-level of professionalism, discretion, and interpersonal skills, as the Executive Administrative Assistant will interact with internal teams, senior leadership, and external stakeholders. The incumbent must be a resourceful, self-motivated individual with excellent organizational and time management skills, who can also take direction and work effectively as part of a team. The Executive Administrative Assistant may be privy to highly confidential discussions and information, which will require them to maintain the complete trust of all those with whom they interact.

This position is preferably based in the Washington, D.C., Maryland, or Virginia area.

Essential Functions

• Administrative Support and Promoting Executive Office Operations (90%)
• Provides dedicated support to the Executive Office, including scheduling meetings, managing calendars, correspondence, coordinating all travel and expenses.
• Manages daily schedules and ensures efficient structuring of schedules.
• Prepares schedules to maintain running action-items log for Executive Office and ensure timely follow-up.
• Processes and submits expense reports, reimbursement requests, and timesheets in a timely manner.
• Provides logistical support both internal and external for organizational activities, conferences, events, and meetings involving the Executive Office.
• Maintains effective lines of communication to keep the Executive Office abreast of upcoming events and deadlines.
• Routinely performs a wide variety of support duties and all other administrative duties as needed.

• Governance Support (10%)
• Attends Board and Committee meetings to take notes of discussions and prepare the drafts of minutes and summaries.
• Manages meeting logistics, including scheduling, identifying, and securing location, and preparing and disseminating meeting materials in a timely manner.

Qualifications and Requirements

• High school diploma or equivalent and a minimum of 1 year of related work experience.
• Must be fully fluent in English.
• Demonstrated ability to work in a fast-paced and constantly shifting work environment, both independently and as part of a team.
• Superb interpersonal and communication skills, both written and verbal.
• Excellent time-management skills, with the ability to process assignments from multiple individuals and balance various responsibilities simultaneously.
• Ability to take initiative, addressing challenges creatively and efficiently, while also receiving instruction and keeping supervisor abreast of pertinent issues.
• Ability to interact with the senior leadership team, board members, and high-level external partners (e.g., corporate executives, celebrities, politicians, etc.) with confidence and professionalism while exercising good judgment.
• Ability to maintain confidentiality at all times.
• Working knowledge of Microsoft Office Suite (such as Teams, Excel, etc.).
• Ability to work collaboratively and multi-task in our KIND environment, managing numerous priorities and emerging opportunities.
• Excellent organizational skills with the ability to work on multiple projects in a deadline-oriented environment; ability to prioritize tasks and delegate as appropriate.
• Ability to work effectively with people of diverse backgrounds, lived experiences, and communication styles.
• Be disciplined and nimble to ensure delivery on our core mission of access to justice and protection of children’s wellbeing and rights.
• Ability to multitask and work with a sense of urgency in a dynamic, fast-paced environment.
• Committed to practicing and supporting wellbeing and a work-home life balance.
• Experience working and communicating in a remote environment, preferred but not required.

$46,968 - $58,710 a year

Our Benefits

- Medical, dental, and vision insurance with KIND paying 100% of the employee only portion of the premium for one of the three medical plan options, dental, and vision.

- Pre-tax flexible spending account (FSA) for both medical and dependent care.

- Pre-tax transit and parking spending account.

- Employer-paid life insurance and accidental death and dismemberment insurance.

- Employer-paid short and long-term disability insurance.

For a complete list of benefits, please clickhere.

Our Focus on Wellness

KIND recognizes that our ability to help our clients starts with helping our team members. KIND has prioritized wellness for employees through Mindfulness and Wellness Trainings, Wellness Platforms, Employee Assistance and Resilience Programs, Time Away and Office Wellness Activities.

For more information regarding our Wellness initiatives please visit thislink.

Application Instructions

To be considered for this role, please submit an employment application atsupportkind.org/join-the-team, along with your resume and cover letter.

Disclaimer:KIND is committed to an ethical recruitment and hiring process and maintains a firm “no fees” recruitment policy. We will never charge a fee or ask for money as part of the application process. KIND also conducts all interviews via telephone or video conference, and at no time will KIND engage in a text or mobile app-based application or interview process. For more information, please visit the following website:https://supportkind.org/join-the-team/kind-employment-practices/.