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Special Assistant
Summary
Title:Special Assistant
ID:1230
Job Location:Washington, DC
Department:Office of the President
Description

In search of: A motivated and mission-driven professional looking for a stimulating part-time employment opportunity providing key support to people and projects advancing gender equity and inclusion.

 

Are you interested in gaining insights into the management strategy behind a world-renowned research institute, not to mention exposure to some pretty incredible movers and shakers? Here's just one example of what we mean. Are you drawn to the challenge of planning high-profile fundraising events? Of using your creative license to draft everything from invitations to memos? Is the prospect of honing your communications and organizational skills of interest? Does the idea of learning how a Board of Directors works excite you?

 

If all that’s maybe a bit intimidating, don’t worry, you’ll be working very closely with experienced staff along the way. While administrative and coordination support is not all glitz and glam – though booking plane tickets can be fun, right? – this is a unique opportunity to put your education and experience to work in service of a tremendous organization.

 

If this sounds like the challenge you’re looking for and you’re ready to jump into prime time, then please read further for a detailed description of this exciting opportunity.

 

About ICRW:

International Center for Research on Women (ICRW) has been the premier applied research institute focused on women and girls for the last four decades. ICRW works with partners to conduct empirical research, build capacity, and advocate for evidence-based practical solutions to change policies and programs. Headquartered in Washington, D.C., and with regional offices in South Asia and Africa, ICRW conducts research to inform policies and programs seeking to alleviate poverty, promote gender equality and protect the rights of women and girls. Corporations, foundations, governments and civil society organizations partner with ICRW to discover through rigorous research how to dismantle barriers and help women and girls achieve their full potential. ICRW’s focal areas include gender-based violence, healthy transitions to adulthood, economic empowerment, HIV/AIDS, and sexual and reproductive health and rights.


At ICRW, we believe that research can and should be a process of social development, and we employ participatory methods when appropriate. Further, ICRW pursues intersectional research to the greatest extent possible. All research we undertake serves to advance ICRW’s mission of improving the status of women and girls, promoting gender equality, and eradicating poverty.

 

Overview:

Reporting directly to the Chief of Staff (COS), the Special Assistant (SA) will be responsible for providing part-time administrative support to the Office of the President (OTP). The SA will help manage the President’s schedule for both internal and external engagements and assist the COS in the management of the Board of Directors. The SA will assist in the management of events, fundraising activities, and prepare expense reports, contracts and invoices as needed. The incumbent will provide administrative support for quarterly Board meetings, meetings chaired by the President or as requested, and manage the coordination of related projects and activities. Under the direction of the COS, the SA will organize the President’s travel commitments – both domestic and international.

 

Education:

Bachelor’s degree or equivalent in a related field. Graduate students seeking part-time employment and exposure to the management of a high-capacity organization advancing gender equity through research evidence encouraged to apply.

 

Experience:

A minimum of two (2) to four (4) years general business experience. Experience using the Salesforce, Soapbox and Mailchimp platforms is strongly desired. Experience with non-profits, particularly women’s rights organizations, a plus.

 

Primary Duties:

Support to the Office of the President: 50% LOE, roughly 10 hours per week

  • Maintain the President’s calendar and sets up meetings
  • Draft routine correspondence and perform filing functions as needed
  • Schedule and provide support for travel (domestic and international), meetings, and prepares invoices, expense reports and reconciles monthly credit card statements
  • Prepare contracts and check requests as needed
  • When possible, monitor and promote the President’s social media presence under the direction of the Director, Global Communications

Support for Events & Fundraising: 25% LOE, roughly 5 hours per week or less depending upon event schedule

  • Provide support for the planning and execution of institutional events, including identifying venues and vendors; negotiating contracts; and other logistical tasks
  • Design select event collateral
  • Pull data to help the OTP produce invitation lists
  • Provide administrative support to the Communications Team and the OTP in their development of mailings and e-mail appeals and execute their delivery
  • Process gift acknowledgment letters and ensure accurate records are maintained

Assistance to the COS: 25% LOE, roughly 5 hours per week

  • Provide support to COS, particularly when planning for quarterly meetings of the Board of Directors, or other high-level meetings and events
  • Draft memos, materials and presentations for the Board or Senior Management Team as needed
  • Schedules and coordinates quarterly Board committee meetings and other meeting conference calls
  • Format, edit, and proof-read correspondence and documents
  • Performs other duties as assigned.

Skills:

  • Strong written and oral communication skills required; always deliver “client-ready” work
  • Strong interpersonal skills essential with the ability to interact with tact and diplomacy with a wide range of individuals, including staff, Board members, donors and partner organizations.
  • Computer literacy required with a demonstrated proficiency in the MS Office Suite (e.g. Outlook, Word, Excel, PowerPoint), as well as other internet-based applications.
  • Proficiency with spectrum of social media platforms, highly desirable
  • Graphic design skills and experience in producing creative content, such as invitations and presentations, strongly preferred.
  • Ability to handle sensitive and confidential data and information with discretion is essential.
  • Must be able to manage workload with minimal supervision, using excellent organizational skills and detail orientation to work on multiple tasks simultaneously and meet deadlines within allocated weekly hours.
  • Must be resourceful with a demonstrated ability to solve problems and find alternative solutions as needed.

Interested candidates should submit a letter of interest summarizing their background and interest, curriculum vitae, and two writing samples of no more than three pages each. Screening of applicants will continue until the position is filled.


Due to the large volume of responses we receive, ICRW is not able to provide candidacy status on an individual basis. Only candidates selected for an interview will be contacted.


ICRW is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity/expression, national origin, disability, protected veteran status, or any other characteristic protected under federal, state or local law, where applicable. ICRW is an E-Verify Employer.

 

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