Executive Assistant to COO

International Justice Mission•Virginia - Hybrid, VA

9d•Hybrid

About The Position

International Justice Mission (IJM) is seeking an Executive Assistant to support the Chief Operating Officer (COO) and the Global Business Operations (GBO) division. This role provides day-to-day coordination and administrative support, ensuring leaders can focus on strategic priorities. The position handles information requests, manages calendars, supports meetings, arranges travel, sets up conference calls, and processes expense reports. It also acts as a representative for the division with internal and external stakeholders and partners closely with the COO to establish goals, manage tasks, and ensure clear communication. This position is based in the Washington, DC area and is hybrid (onsite Tuesdays & Thursdays). It reports to the Chief Operating Officer and requires current authorization to work in the United States. Visa sponsorship is not available.

Requirements

At least 5 years of experience providing top-level administrative support in a fast-paced, professional, multicultural environment
Bachelor’s degree in Business Administration or equivalent
Superior administrative capacity to manage many projects and tasks simultaneously and to complete them with minimal oversight
Exceptional experience in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint
Customer service experience
Excellent planning and implementation skills
Ability to keep highly confidential information and issues private
Eager commitment to IJM's Core Values: Christian, Professional and Bridge-Building
Self-starter with strong initiative
Disciplined with priorities
Strong interpersonal skills and self-awareness
Exceptional verbal and written communication
Flexible, collaborative and eager to support others
Effective team player who fosters collaborative environment
Adept at creative problem solving
Current authorization to work in the United States
Practice a mature orthodox Christian faith, as defined by the Apostles’ Creed

Nice To Haves

Experience in project management, human centered design, and user experience best practices
Experience with app, online web course (LMS), and web page design
Experience with basic graphic design, including diagrams, infographics, and project visual aids
Expertise on SmartSheet and other relevant project management software

Responsibilities

Build cross-functional relationships and serve as a contributing member of the executive leadership administrative team by attending meetings and retreats and serving on related project teams.
Convene and lead operations administrative team to achieve seamless, integrated operations service.
Assist in managing the GBO department SharePoint Intranet and related operations communications and information repository platforms.
Organize divisional meetings to ensure updates are communicated on project progress, staffing, department needs and deadlines, as well as to foster team morale and unity.
Serve as a point of contact for the GBO division within and outside of GBO by dispersing communication to both internal and external stakeholders on GBO processes, rollouts, initiatives and policies.
Communicate organizational deadlines to GBO and help ensure GBO meets deadlines assigned outside and within GBO.
Serve as the primary point of contact for the COO internally and externally, communicating questions and concerns appropriately to the COO.
Draft memos and presentations for the COO.
Plan and execute GBO social rhythms, including monthly and quarterly events and activities.
Take minutes during GBO division meetings, schedule follow-ups as necessary, record next steps and delegate responsibility of tasks.
Organize team meetings to ensure updates are communicated on project progress, staffing, department needs and deadlines, as well as to foster team morale and unity.
Maintain awareness of GBO and GLT schedules or any major conflicts while coordinating cross-departmental meetings.
Provide daily support to the COO as necessary.
Equip the COO to participate fully in meetings through comprehensive preparation and timely briefing.
Attend certain meetings with the COO and follow up appropriately when necessary.
Maintain the COO’s calendar based on agreed upon priorities including scheduling time for essential tasks and queuing up regular tradeoff discussions with the COO.
Monitor the COO’s email inbox by drafting correspondence on behalf of the COO, flagging significant pieces of communication to ensure timely follow-up, and tracking requests.
Prepare materials to enable the COO to meet important deadlines.
Assist the COO in effectively creating and managing the GBO budget.
Provide support to the COO for national and international travel, including hotels, flights, per diem, etc.
Assist the COO in managing and tracking divisional and cross-functional projects, ensuring all COO deadlines are met within communicated timelines.
Advance action items for the COO’s meetings.
Complete expense reports and payment requests in a timely manner for the COO.
Assist the COO in facilitating the engagement and onboarding of new GBO hires and interns/fellows.
Complete minor administrative tasks for GBO leadership (e.g., filing expense reports, paying vendor invoices, approving timesheets, submitting IT tickets, etc.).
Develop and utilize technology skills to enhance the Division’s contribution to IJM strategic initiatives.
Stay current on project management, human centered design, and user experience best practices.
Learn and provide support in app, online web course (LMS), and web page design.
Learn and provide support in basic graphic design, including diagrams, infographics, and project visual aids.
Provide expertise on SmartSheet and other relevant project management software.
Capitalize on the unique breadth of exposure to divisional activities to inform strategy by identifying, documenting, and sharing with the COO any needs, redundancies, and collaboration opportunities for divisional teams and projects.
Advise the COO on priorities based on engagement across teams and understanding of operational needs.
Participation in IJM’s community of spiritual formation.