Senior Coordinator, CEO's Office

Responsibilities:

Leadership and Management

• Manage the CEOs day-to-day calendar by strategically analyze analyzing and problem solve solving the complexities of implementing the CEOs time planning and scheduling the CEOs calendar based upon agreed priorities including scheduling time for essential meetings travel tasks and cueing up regular tradeoff discussions to accommodate often unpredictable complex and changing requests

• Track CEOs Office assigned deadlines based on agreed priorities.

• Secure advance action items and materials necessary for CEOs meetings with direct reports senior leadership meetings Board meetings and other meetings as needed

• On select processes and projects act in support of the CEOs Office team with scheduling; meeting logistics hospitality and setup; recording and documenting meetings

• Maintain list of all GLT Members and CEOs Office staff birthdays and anniversaries; flag and collaborate with CEOs Office team on any related celebrations

Events and Logistics

• Research and orchestrate all travel advance work for the CEO with occasional support for the Global Director CEOs Office including travel arrangements and coordination of event logistics for complex multi-city and international trips ensuring excellent collaboration with teams across the organization (Note: this includes onsite support in the Arlington Office and will occasionally require availability during evenings and weekends during travel)

• Assist and execute logistics for all special events and projects organized by the CEOs Office including events in the IJM Arlington Office and sometimes remote locations.

• Attend and support annual meetings with the IJM Board of Directors

• Ensure and set up meeting rooms and reservations as well as technology set up and functionality; Track and maintain designated conference room schedules and virtual meetings for availability and efficient use of resources

• Support the planning for and hosting of CEOs Office team building events(to include booking venues organizing catering and planning activities)

• Coordinate plan and assist with the CEOs personal trips and appointments as needed when they interact with IJM business

Communication

• Manage and draft CEO correspondence including email and mail on behalf of the CEO accurately reflecting the voice and message of the CEOs Office. Upon approval by the CEO send and deliver physical and electronic communication for the CEO both internally and externally

• Process and screen incoming and outgoing communication and correspondence to flag work needed and ensure proper dissemination of information

• Assist in preparation of communications materials including inputs for newsletters presentations or meetings as needed

Networking and Partnership

• Maintain IJMs culture and reputation by creating and maintaining positive working relationships with internal and external parties by corresponding over email or phone and when necessary by facilitating in-person meetings and gatherings with colleagues vendors donors etc.

• Create and maintain positive working relationships with other assistants coordinators and executive assistants across IJM globally as well as externally when asked to communicate on the CEOs behalf.

• Support the onboarding and orientation of new staff and interns in the CEOs Office.

• Provide additional support to the Global Director CEOs Office to include facilitating meetings and coordinating retreats

Strategy and Knowledge Development and Implementation

• Develop and utilize technology skills to enhance the CEOs Office contribution to IJM strategic initiatives through:

• Take advantage of opportunities to learn appropriate new software applications in use within the CEOs Office

• Serve as the SharePoint page administrator and support the filing of information the CEOs Office regularly needs and accesses

• Capitalize on the unique breadth of exposure to org-wide activities to inform strategy by identifying documenting and sharing with the CEOs Office team any needs redundancies and collaboration opportunities for divisional teams and projects.

Documentation Reporting and Data Management

• Compile organize and maintain confidential physical and electronic documentation for meetings projects speeches reports and office archives; Ensure proper management of electronic and manual filling systems

• Orchestrate schedule and plan all CEO direct reports performance management processes and maintain confidential documentation

• Maintain and update the contact information for external stakeholders communicating with the CEO as well as former staff and alumni who worked with the CEO closely

Policies and Procedures

• Contribute to the maintenance of style guides and internal best practices and standards as needed

• Document and diagram processes as needed

• Support the CEO and CEOs Office leaders in compliance with all IJM policies affecting their work

General Accounting & Statutory Compliance

• Generate expense reports and assist in reconciling and verifying corporate credit card charges to ensure timely and accurate reimbursement; ensure all expenses are within the allotted budget

• Maintain and manage all expense reports and finance forms related to CEOs expenses and adhere to IJMs financial best practice guidelines

Clerical and Administration

• Maintain CEO task management system to ensure the CEO has both the time and materials needed for timely completion of his tasks including weekly and daily briefing materials

• Track CEOs Office deadlines based on agreed-upon priorities and deadlines assigned by other entities

• Manage calculate and enter time worked and time off for the CEO

• Update and maintain all professionally related personal information for the CEO

• Point of contact for managing and facilitating all CEOs technology requests as well as cell phone data plans subscriptions passwords and maintenance needs

• Provide basic technical supportto CEO and members of the CEOs Office team(e.g. troubleshootmalfunctioningZoom links explain how to screen share demonstrate how to initiate interpretationonZoom)

• Manage CEOs Office team storage in the Arlington Office

• Coordinate with facilities on all office maintenance requests for CEO; procure office supplies for office as needed

• As needed be available to handle issues outside working hours especially when CEO is traveling

Qualifications:

Education & Experience

• Bachelors degree in International Relations Communications Business orotherrelevant field

• At least 5 years of experience providing top-level administrative support in fast-paced professional environment; event experience preferred

• Experience working in a cross-cultural environmentpreferred

• Experience working in a hybridworkenvironment preferred

Technical Competencies

• Expertly usingMicrosoft Suite of tools especially Outlook Teams PowerPointExceland Word

• Expertly usingZoom WhatsApp Teams and other global communication platforms

• Basic graphic design skillsarea plus

• Excellent grasp of the English language

Non-Technical Competencies

• Mature orthodox Christian faith as defined by the Apostles Creed

• Proven success in managing complex internal and external relationships where tact discretion and diplomacy are essential; Adept at providing quality customer-service to a variety of constituencies

• Highly adaptive and able to reprioritize at a moments notice;

• Friendly professional demeanour and composure under pressure;

• Highly developed Emotional Intelligence (EQ) and mature judgement; Instead of laying blame takes responsibility and looksfor a new solution

• Clear and proactive communicator

• Extremely discrete with sensitive information

• Exhibits flexibility a desire to serve and passion for administrative work willingness to go the extra mile; Meticulous attention to detail and disciplined with priorities

• Self-accountableandable tomeet deadlines with little supervision

• Aproactive learner

• Culturally aware and sensitive

Application Process:

Upload Resume Cover Letter & Statement of Faith* in one PDF document.

*What is a statement of faith
A statement of faith should describe your Christian faith and how you see it as relevant to your involvement with IJM. The statement can either be incorporated into the cover letter or submitted as a separate document and should include at a minimum a description of your spiritual disciplines (prayer study etc.) and your current fellowship or place of worship.

What does IJM have to offer

• Comprehensive Medical/Dental/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)

• Daily quarterly and annual community spiritual formation

• Robust staff care resources