Ends on July 31, 2019

Job Title: Executive Assistant

About the IWMF

The International Women’s Media Foundation (IWMF), a Washington-based non-profit founded in 1990, is the only organization in the world that offers emergency support, safety training, global reporting opportunities and funding for both staff reporters and freelancers, all specifically tailored for women. We are making more women’s bylines possible, working tirelessly to ensure a greater diversity of voices represented in the news industry worldwide.

The IWMF is run by a staff passionate about protecting, supporting and promoting women in news media. We are a small but mighty group dedicated to giving female journalists an equal voice. We oppose all attempts to silence the truth. 

The IWMF has supported more than 260 Journalists, published more than 230 stories, awarded more than $400,000 and funded fellowships upwards of $2 million in 2018 – totaling more than $3 million in direct support of women in journalism. 

The Executive Assistant will be an integral member of the team responsible for directly supporting the IWMF’s Executive Director, coordinating with the Board of Directors, and Senior Leadership Team. 


Role Description

This entry level position reports to the Executive Director (ED). The individual in this position will ensure the ED stays organized, prepared, and aware of critical internal and external deadlines and appointments.  You will schedule meetings and oversee the quarterly organizational calendar process. 

The Executive Director will rely on you to serve as the gatekeeper for all appointments and requests. You will work to keep the ED’s contacts entered and updated in our customer relationships management (CRM) database, Salesforce. The Executive Assistant will take minutes for all management and Board meetings, and will make travel and other logistical arrangements for the ED. 

There will be additional opportunities to work on other projects, including our annual Courage in Journalism Awards, an all-hands initiative. 

We seek a highly organized, solutions-oriented self-starter who thrives in a fast-paced work environment. 

The IWMF offers a generous benefits package, which included professional development incentives.  

  

Duties include:

Executive Director Support

Provide high-level administrative support to ED including, managing her calendar, reviewing daily and weekly commitments to ensure there are no scheduling conflicts.

Process the ED’s monthly expense reports through Tallie.

Process the ED’s Semi-monthly timecards using Stratustime and assist the ED in approving her direct reports timesheet submittals and leave requests.

Manage travel reservations and registration for meetings and conferences.

Track ED’s delegated assignments to her direct reports of the Senior Leadership Team.

Maintain records for all ED contacts by using Salesforce.

Board of Directors Support

Prepare work plans, presentations, and meeting materials for quarterly Board meetings.

Assist the ED in drafting necessary board correspondence.

Manage the Board meeting schedule, organization and attendance, and be the official note taker and preparer.

Update board term timeline, term charts, and contact information as needed.

Operational Support

Assist the Director of Operations with annual insurance renewals and deadlines. 

At the discretion of the Executive Director, the Executive Assistant may support other activities and members of staff if capacity allows.  


Educational Experience:

Bachelor’s degree with course work in nonprofit management or business is desirable

Skills

Excellent communications and interpersonal skills, ability to effectively work with a variety of people and personalities including board members, donors, vendors, and staff. Skilled in Microsoft Office Suite. Familiarity with Salesforce, Asana, and Evernote preferred. 

·      Positive attitude.

·      Self-starter with superb organizational skills.

·      Solutions oriented.

·      Ability to multitask and prioritize.

·      Driven to perform at the highest level.

·      Go getter.

·      Commitment to continual improvement.

·      Strong written and verbal communications skills.   

·      Desire and ability to think critically and solve problems effectively.

·      Team player.

·      Ability to meet deadlines and adapt to changing priorities.

·      Mission first attitude.

·      Flexibility.

·      High-level of discretion.

·      Sense of humor required.

·      Alignment with the IWMF’s values of inclusion and equity required. 


Please apply by submitting a cover letter and resume.