Operations Administrator, Marketing Enablement

ijm; United States; Hybrid; USD 42,000 - 56,000; Full time

Job summary

International Justice Mission (IJM) is seeking an Administrator to provide high-quality administrative support to the Global Marketing Leadership Team (GMLT). This role requires excellent written and verbal communication, organizational skills, and the ability to thrive in a fast-paced global environment.

The position is hybrid (onsite Tuesdays & Thursdays) for Washington, DC area or remote for non-local candidates, reporting to the Marketing Operations Manager.

Qualifications

• Bachelor's degree required.
• 2 years of professional work experience providing leadership support or in a fast-paced environment.
• Excellent administrative and organizational skills with a proven ability to manage multiple priorities.
• Experience in remote environment.
• Experience working in a cross-cultural environment.
• Strong Microsoft Office skills, especially PowerPoint and Outlook.
• Knowledge of Salesforce, Workday and Adaptive preferred.

Responsibilities

• Provide daily, routine administrative support to the Global Marketing Leadership Team.
• Organize and maintain the calendars of senior leaders within the GMLT.
• Complete expense reports and payment requests in a timely manner, consistent with IJM's policies.
• Submit invoices for approved vendor orders and track ongoing budget vs. actual expenses.
• Administer the contracts and procurement process for vendor contracts and agreements.
• Complete other projects assigned to support the GMLT.
• Maintain file systems and SharePoint pages for Marketing Teams to ensure materials are organized, accessible, and up to date.
• Document meeting minutes, schedule follow-ups, and track action items.
• Represent the GMLT well with internal and external stakeholders.
• Assist GMLT members in preparation of communication materials, including inputs for team communications, presentations, or meetings.
• Inform department strategy by documenting and sharing needs, redundancies, and collaboration opportunities.

Skills

Organizational skills

Communication skills

Cross-cultural experience

Team collaboration

Discretion/confidentiality

Education

Bachelor's degree

Tools

Microsoft Office (PowerPoint & Outlook)

SharePoint

Salesforce

Workday

Adaptive

Job description

Who We Are

International Justice Mission (IJM) is the global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals are at work worldwide in over 30 offices. Together we are on a mission to rescue millions, protect half a billion, and make justice unstoppable.

We are a global community that cares for one another. We believe that the way we work is as important as the results we achieve. We provide professional excellence with joy and celebration to all those we serve.

The Need

For over 25 years, IJM has pioneered the work to protect vulnerable people from violence. 9 out of 9 times in the last decade, IJM's Justice System Strengthening Projects have reduced slavery and violence between 50 and 85% for very large populations of people in poverty. As we grow to expand our impact to protect 500 million people from violence, we are seeking an Administrator to provide high-quality administrative support to the Global Marketing Leadership Team (GMLT). The ideal candidate will demonstrate exceptional organizational skills, sound judgment, and strong emotional and cultural intelligence. This role requires excellent written and verbal communication, keen attention to detail, and the ability to thrive in a fast-paced, global environment. The Associate will work closely with the Marketing Operations Manager to manage competing priorities, maintain team files and SharePoint pages, and ensure effective day-to-day support for GMLT.

This position is hybrid (onsite Tuesdays & Thursdays) if located in the Washington, DC area or remote for non-local candidates. It reports to the Marketing Operations Manager, Enablement and requires current authorization to work in the United States. Visa sponsorship is not available for this position, now or in the future.

Responsibilities

Clerical and Administration

• Provide daily, routine administrative support to the Global Marketing Leadership Team;
• Organize and maintain the calendars of senior leaders within the GMLT;
• Complete expense reports and payment requests in a timely manner, consistent with IJM's policies;
• Submit invoices for approved vendor orders and track ongoing budget vs. actual expenses;
• Administer the contracts and procurement process for vendor contracts and agreements;
• Complete other projects assigned to support the GMLT;
• Maintain file systems and SharePoint pages for Marketing Teams to ensure materials are organized, accessible, and up to date;
• Document meeting minutes, schedule follow-ups, and track action items.

Communication

• Ability to represent the GMLT well with internal and external stakeholders;
• Assist assigned GMLT members in preparation of communication materials, including inputs for team communications, presentations, or meetings;
• Inform department strategy by documenting and sharing with the GMLT any needs, redundancies, and collaboration opportunities for marketing teams and projects.

Networking & Partnership

• Support the onboarding and orientation of new staff in the department;
• Provide additional cross functional support as capacity allows, including department meetings, retreats, and other cross-functional support needs;
• Create and maintain positive working relationships with other associates, administrators and executive assistants across IJM globally.

Events and Logistics:

• Support the planning for and hosting of Marketing Team meetings & team building events (to include booking venues, organizing catering, and planning activities);
• Coordinate travel for assigned GMLT members.

General Tasks

• Participate in IJM's community of spiritual formation.

Qualifications

• 2 years of professional work experience providing leadership support or in a fast-paced, professional environment (preferred);
• Bachelor's degree required;
• Excellent administrative and organizational skills, with a proven track record of managing multiple priorities simultaneously;
• Experience in remote environment;
• Experience working in a cross-cultural environment;
• High proficiency with Microsoft Office suite, especially PowerPoint and Outlook;
• Demonstrated ability to learn and adapt quickly to effective use of technology to streamline administrative support;
• Knowledge of Salesforce, Workday and Adaptive preferred.

Critical Qualities

• Eager commitment to IJM's Core Values: Christian, Professional and Bridge-Building;
• Highly adaptive and able to reprioritize at a moment's notice;
• Strong interpersonal skills and self-awareness;
• Clear and proactive communicator who can set expectations for competing "customers";
• Flexible, collaborative, and eager to support others;
• Effective team player who fosters collaborative environment;
• Adept at creative problem solving;
• Self-accountable and able to meet deadlines with little supervision;
• Demonstrate discretion and confidentiality;
• Culturally aware and sensitive.