Senior Executive Assistant – Chief People Officer – Washington, DC or East Coast Remote

  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    3 months ago
  • Category:
    Administration, Human Resources, Management and Strategy
  • Deadline:
    11/02/2024

JOB DESCRIPTION

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Department

The People Team ensures that Mercy Corps has the people who will enable it to be a world-class, cutting edge, humanitarian organization, creating transformational change in the world. We do this through the recruitment, retention, and development of the best global talent. Our aim is to drive strategic thinking and planning at all levels of the organization; create a robust body of research to guide us internally and externally and steward the organizational culture. To achieve this, we align conversations on learning; keep the organization focused on what has the greatest impact; leverage our comparative advantages in the crowded and competitive international relief and development landscape; and assure we are constantly learning from our work and the external environment.

The Position

The Senior Executive Assistant (SEA) to Mercy Corps’ CPO manages a complex and demanding set of responsibilities. They provide (1) direct executive managerial and administrative support to the CPO, promptly and efficiently responding to varied executive directives and requests, and (2) work closely with People Team leaders, providing administrative support as directed. Confidentiality and professionalism are highly important to the role.

Essential Job Responsibilities

  • Lead support for the CPO’s office for smooth and effective management of key activities
  • Provide support to CPO with research, prepare documents and presentations as required
  • Record and issue minutes for key meetings and ensure timely follow through of action items
  • Provide travel support to CPO as needed and provide support in submitting expense reports
  • Submit and administer time sheets and expenses. Facilitate expense and time approval for direct reports
  • Develop a cadence of meetings as part of the CPO’s ongoing outreach with different teams and cohorts across the organization. Record action items emerging from these meetings and ensure timely actions are implemented and feedback provided to the team
  • Provide planning and logistical support for key meetings, HR conferences and training events, including collection and dissemination of necessary documents, logistical support for participants, communications, and required follow-up with all parties involved
  • Create internal presence via regular workplace posts and blogging
  • Maintain departmental trackers, calendars and internal web content as assigned, including Hub pages, Travel Calendar, and Digital Library
  • Provide proofreading, editing, and formatting support for department documents, including manuals, training materials, reports, etc.
  • Coordinate with the People Team leaders to prepare monthly/quarterly/annual reports
  • Coordinate with vendors, support with procurement and submit People team-related invoices for payment
  • Support People Team Department with execution of Excel spreadsheets and PowerPoint presentations in order to support the People Team Department’s needs
  • Manage sensitive and confidential documentation and information relating to People Team matters and business
  • Support People team members with purchase requests, contracts, letters as needed
  • Assist in orientation of new People Team members
  • Assist with department budgeting and budget tracking

Supervisory Responsibility

None.

Accountability

Reports Directly To: Chief People Officer (CPO).

Works directly with: The People team.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualifications & Transferable Skills
  • Minimum BA/S or equivalent in related field. MA/S preferred.
  • 3 plus years administrative support experience in a professional office setting.
  • Some experience and/or strong interest in the Human Resources function.
  • Excellent writing skills including proofreading and editing proficiency as well as minute keeping.
  • Excellent communication and the ability to handle confidential matters appropriately.
  • Experience with budgeting.
  • Strong computer literacy required including MS Office and Google Suite.
  • Project management experience preferred.
  • Well organized and flexible/adaptable to changing priorities.
  • Experience with coordination and management of travel schedules, meeting and report compilation.
  • Proven experience maintaining a high level of confidentiality and professional conduct with integrity.
  • Highly effective and professional verbal communication.
  • Proven ability to prioritize multiple competing requests, tasks, deadlines, and needs.
  • Strong interpersonal skills.
  • International, non-profit, and government experience and/or interest are preferred.
  • Experience with document control and management.
  • Experience with corporate secretarial duties and corporate formalities preferred.

Success Factors

The successful individual will demonstrate a healthy combination of professionalism and confidence in providing efficient support to Mercy Corps’ CPO. They will demonstrate discretion and maintain confidentiality. They will possess a high level of excellent communication skills, both verbal and written and will place a high level of priority on attention to detail and organization. They will be extremely flexible and possess the ability to multitask. The successful Sr. Executive Assistant will be able to work both independently and cooperatively, and will effectively and accurately represent Mercy Corps at all times. They must demonstrate flexibility and creativity in planning and problem solving, will have proven ability to learn quickly, take initiative, and be accountable for results in a fast-paced, fluid and challenging work environment of many competing and changing priorities. An entrepreneurial spirit that is both creative and flexible is important. They will often be the frontline communication with sources of influence and will handle this calmly and with a positive, informed, and personable manner.

Living Conditions / Environmental Conditions

The position is based in Washington, DC and may require occasional travel.

Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit or assignment to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policiesand values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.
As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.
Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.
Covid-19 Vaccine Policy for US-Based Employees
Mercy Corps has determined that, in an effort to protect the health, safety, and well-being of all Mercy Corps employees working in the United States, all U.S.-based employees must be fully vaccinated for COVID-19, regardless of prior COVID-19 infection status. This policy is necessary to ensure not only the safety of our workforce, but the ongoing functionality of the organization.
This policy will be revised as needed to comply with federal, state, and local requirements, and to respond to changing guidance from public health authorities.
For new employees this requirement goes into effect within 10 business days of employment. Team members that travel are expected to comply with host-country requirements, including vaccinations. Failure to comply may impact your employment. Proof of vaccination or exemption must be provided.
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