Type of Position: Exempt, Full Time (35 hours/week)
Location: Remote; candidates should be able to overlap with business hours (9am to 5pm) in the U.S. Eastern Time Zone for a few hours each day. Some travel may be required for staff events and conferences.
Start Date: April 2024
Women Enabled International (WEI) is now accepting applications for the position of Executive Office Associate. We’re seeking a committed and passionate individual to become part of our expanding team during a pivotal phase in the organization’s journey. After experiencing significant growth and undergoing a recent change in leadership, WEI has recently adopted a new strategic plan that will shape the organization’s activities for the next five years.
The Executive Office Associate, reporting to the Executive Director, is a key player in ensuring organizational efficiency and the pursuit of WEI’s strategic goals. The dynamic nature of the role, involving diverse responsibilities, collaboration with various departments, and touchpoints with key external stakeholders, positions the Executive Office Associate to contribute meaningfully to WEI’s mission while developing a deeper understanding of the operations and management of a growing global NGO. This position offers an excellent opportunity to make a meaningful impact within an international organization dedicated to advancing the rights of women, girls, and gender-diverse people with disabilities.
ABOUT WOMEN ENABLED INTERNATIONAL
As feminists with disabilities and allies, Women Enabled International (WEI) advances human rights and justice at the intersection of gender and disability to challenge exclusionary, unjust systems and support the leadership and center the voices of women, girls, and gender-diverse people with disabilities globally.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Executive Office Associate reports to the Executive Director, provides essential administrative support to the Executive Director (ED), and assists the Leadership Team to help ensure the efficient operation of the organization and the successful pursuit of WEI’s strategic priorities. The role serves as a critical link between the WEI’s leadership and various internal and external stakeholders, including but not limited to WEI Board, staff, funders, and partners.
Key responsibilities include:
- Maintain governance records, including founding documents, policies, resolutions, meeting minutes, contact lists, term information and biographies.
- Coordinate communication with the Board, including scheduling meetings, sharing meeting materials, and providing other administrative support as required for the effective operations of the Board.
- Support Board meetings by preparing and disseminating meeting materials in close consultation with the ED and Board Executive Committee, and following up on action items as needed.
- Support Board development, including recruitment of new members, maintaining an up-to-date Board handbook, and coordinating third party support for Board development as needed.
- Support the planning and execution of annual in-person Board retreat.
- Provide day-to-day administrative support to WEI’s Executive Director including coordination of meetings and calendars.
- Provide administrative support to WEI’s Leadership team as needed and defined by ED.
- Maintain frequent communication with the ED and the Leadership team, providing updates, managing calendars, and coordinating meetings to support their decision-making efforts.
- Support records management using Dropbox and/or Microsoft OneDrive to ensure easy access to key documents and resources.
- Support the ED with triaging incoming and outgoing communications while handling sensitive information with confidentiality and discretion.
- Support monthly staff meetings and quarterly Town Hall meetings by sending/maintaining calendar invitations, preparing and disseminating meeting materials (agenda, PowerPoint) and coordinating with ED and department heads to compile presentation materials as required.
- Support with tracking expenses, working closely with the Finance department on behalf of the ED and Leadership Team as required.
- Leverage organizational policies and processes to maintain the privacy and security of personal and organizational data.
Event Planning and Logistics:
- Serve as a primary point of contact and assist in the planning and coordination of internal meetings and events with a focus on inclusivity and accessibility.
- Maintain an organizational calendar of internal and external activities and events.
- Build and maintain relationships internally and externally such as with staff, donors, supporters, and partner organizations by responding to administrative inquiries and fostering positive interactions.
- Facilitate communication within the organization and with external partners through review of documentation, emails, reports and coordinating internal and external communication.
- Support ED in compiling talking points and preparing presentations for external stakeholders.
- Manage general inquiries and triage to internal stakeholders as needed and coordinate resolutions and responses.
Other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
- Knowledge of general office procedures and administrative processes.
- Prior experience in office administration, including managing schedules, responding to phone calls and emails, coordinating meetings, and overseeing office procedures, ideally in roles supporting senior leadership in a non-profit or similar setting.
- Excellent support aptitude for handling inquiries and providing information to internal and external stakeholders.
- Ability to work effectively with diverse stakeholders.
- Proficiency with drafting and editing documents, emails, and reports, as well as coordinating communication and handling inquiries.
- Comfort and familiarity with planning and organizing events, meetings, and conferences with a focus on inclusivity and accessibility.
- Ability to manage information, records, and files for easy access to the ED, Leadership team, and Board while using discretion with sensitive material.
- Proficiency with office software (e.g., Microsoft Office), email systems, and project management tools. Familiarity with Keela (or other CRM software) and Airtable are a plus.
- Effective time management skills to prioritize tasks and meet timelines in a fast-paced environment.
- Keen attention to detail to ensure accuracy in scheduling and communications and ability to identify and address logistical challenges, find solutions, and make informed decisions.
- Basic financial management abilities to assist with budget tracking and expense management.
- Professional proficiency in Spanish strongly preferred.
MINIMUM EDUCATION AND EXPERIENCE
- A bachelor’s degree is preferred though not required.
- Minimum of 2-3 years of experience working in nonprofit administration.
- Understanding of or interest in learning about the women’s rights and/or disability rights field and key issues impacting the rights of women and girls with disabilities.
- Passion for the organization’s vision, mission and strategic imperative.
* Annual salary is dependent on experience and reflective of a position based in our headquarters of Washington, D.C. Salary may be subjected to a locality adjustment depending on work location.
Interested candidates are requested to submit their resume, cover letter and 3 references through the following application portal: https://bit.ly/WEIEOA2024. Applications will be reviewed on a rolling basis, and candidates are encouraged to apply as soon as possible. We will accept applications through March 8th, 2024.
Women Enabled International is proud to be Equal Employment Opportunity employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, disability status, or any other applicable characteristics protected by law. Whatever your identity, we encourage you to apply. WEI is committed to working with individuals with disabilities and will provide reasonable accommodations to perform the essential functions of this position due to a disability or medical condition.