Administrative Assistant, Global Safety & Security

International Justice Mission•Virginia - Hybrid, VA

1d•Hybrid

About The Position

International Justice Mission (IJM) is seeking an Administrative Assistant to provide administrative and coordination support to the Vice President of Safety & Security and the Global Safety & Security (GSS) team. The role supports day-to-day team operations through calendar and meeting coordination, travel logistics, document and records management, financial administration, training and event coordination, and general team support. It also provides limited administrative support to the Global Risk function and supports travel security initiatives, including Vismo, Traxo, and Navan, as directed by the Vice President of Safety & Security. This is a hybrid position in the Washington, DC area, with onsite work on Tuesdays and Thursdays. It reports to the Vice President, Safety and Security. Current authorization to work in the United States is required; visa sponsorship is unavailable now or in the future. The position is full-time and fixed-term, with an anticipated duration of one year. Up to 10 hours per week may be allocated to defined administrative support for Global Risk after GSS workload assessment and prioritization. This does not create a shared reporting relationship or jointly owned position. The successful candidate will have a high school diploma and relevant professional experience, including at least two years in administrative support or a related field. An associate or bachelor’s degree is preferred. The role requires strong administrative reliability, organization, communication, discretion, and follow-through, as well as proficiency with Microsoft 365 and the ability to support leaders and teams across time zones. IJM offers comprehensive medical, dental, and vision benefits; monthly commuter and parking benefits in the DC metro area; retirement benefit options; paid leave starting at 23 days; 12 holidays plus early release the day prior; community spiritual formation; and staff care resources. IJM requires employees to practice a mature orthodox Christian faith as defined by the Apostles’ Creed, and requires background checks, police clearance, and reference reviews as part of its hiring process.

Requirements

High school diploma and relevant professional experience.
Two or more years of experience in administrative support, executive support, office coordination, event coordination, project support, or a related field.
Experience managing calendars, meeting logistics, travel, invoices, purchase orders, contracts, records, or recurring administrative workflows.
Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Ability to coordinate complex calendars, meetings, travel logistics, and events across multiple time zones.
Ability to process and track invoices, purchase orders, expenses, contracts, and vendor documentation using established systems.
Ability to create and maintain organized electronic files, administrative trackers, distribution lists, meeting records, and reporting inputs.
Ability to prepare and format professional documents, presentations, spreadsheets, agendas, and meeting notes.
Administrative reliability, accuracy, and close attention to detail; strong organization, prioritization, and follow-through.
Professional, responsive, and service-oriented approach to supporting leaders, team members, and partners.
Clear written and verbal communication across cultures and organizational levels.
Sound judgment, discretion, and appropriate handling of confidential information.
Ability to anticipate administrative needs, identify gaps, and take practical initiative within defined responsibilities.
Collaborative and flexible approach to working across global time zones and changing priorities.
Commitment to IJM’s mission, values, safeguarding standards, and ethical requirements; employees are required to practice a mature orthodox Christian faith as defined by the Apostles’ Creed.
Current authorization to work in the United States; visa sponsorship is not available now or in the future.
Willingness to undergo background checks, police clearance, and reference reviews.

Nice To Haves

Associate or bachelor’s degree.
Experience supporting senior leaders or a geographically dispersed team.
Experience in a global nonprofit, legal, security, humanitarian, or international development environment.
Familiarity with Workday, Asana, Microsoft Planner, or similar administrative and task-management systems.

Responsibilities

Manage scheduling, calendar coordination, and meeting logistics for the Vice President of Safety & Security and designated GSS leaders.
Coordinate team meetings, leadership check-ins, stakeholder discussions, interviews, and vendor appointments, ensuring participants receive accurate information and materials.
Prepare agendas and briefing materials, record action items, and support follow-up on decisions and commitments.
Draft and format routine correspondence, meeting notes, briefing documents, presentations, and internal communications.
Support administrative onboarding and setup for employees, contractors, consultants, and temporary team members.
Coordinate business travel, lodging, ground transportation, meeting rooms, and related logistics for designated GSS staff in accordance with IJM procedures.
Maintain travel itineraries and communicate logistical details to travelers and relevant participants.
Route routine visa, booking, and traveler-service requests to the appropriate vendor or organizational service owner.
Coordinate with the Travel Security Associate when travel requires traveler-system enrollment, risk review, traveler tracking, emergency support, or security-related escalation.
Support logistics for regional meetings, strategy sessions, training events, workshops, and team gatherings.
Process invoices, expense documentation, purchase requests, and purchase orders through approved systems.
Maintain contract, renewal, payment, and vendor-documentation trackers and follow up on routine administrative requirements.
Coordinate administrative follow-up with Finance, Procurement, Legal, vendors, and budget owners; escalate missing information or approval delays.
Organize information for budget monitoring, forecasting, procurement, contract review, and vendor renewals.
Maintain administrative records for consultants and contractors, including engagement documents, invoices, deliverables, and renewal dates.
Maintain organized electronic files, SharePoint sites, Teams channels, templates, distribution lists, and document libraries.
Apply consistent file naming, version control, access permissions, and retention practices; maintain current team plans, policies, procedures, training records, meeting materials, contracts, and administrative documents.
Format Word documents, PowerPoint presentations, spreadsheets, and internal communications; handle confidential and sensitive information discreetly and in accordance with IJM requirements.
Coordinate invitations, registrations, attendance, schedules, materials, supplies, rooms, catering, travel logistics, and technical arrangements for GSS meetings and learning activities.
Support virtual, hybrid, and in-person meetings across global time zones and communicate logistical changes and participant requirements.
Maintain participant lists, completion records, evaluation forms, training materials, and post-event documentation.
Provide administrative coordination for the Global Security Community of Practice, Field Operations Security Academy, team strategy sessions, crisis-management training, and other GSS events.
Coordinate with Events Operations and other internal partners when broader event support is needed.
Maintain action-item and administrative trackers and follow up with owners on deadlines and routine deliverables.
Support recurring reporting cycles by collecting inputs, organizing source materials, confirming completeness, and formatting submissions for leadership review.
Maintain team records, contact lists, organizational charts, distribution lists, calendars, and recurring administrative schedules.
Update Asana, Microsoft Planner, or other approved task-management tools and alert leaders to overdue administrative actions.
Identify recurring administrative bottlenecks and recommend practical workflow improvements.
Coordinate agreed Global Risk meetings, calendars, agendas, meeting notes, and routine follow-up within the approved weekly allocation.
Support formatting, organization, and administrative coordination of Risk documents, presentations, trackers, and routine communications.
Provide agreed logistical and administrative support for Risk training, team sessions, or other defined activities when capacity permits.
Maintain visibility of time and tasks allocated to Risk, and route competing priorities, urgent requests, or work expected to exceed 10 hours per week to the Vice President of Safety & Security for prioritization and agreement with Risk leadership.
Participate in IJM’s community of spiritual formation.