I.   Job Summary

Action Against Hunger is seeking an Executive Assistant to support and empower the office of the CEO and Executive Team. We are seeking a self-motivated professional with aptitude for working with board leadership, international staff, donors, consultants, and other key stakeholders. Successful candidates will be problem solvers with exceptional communications skills. They will ensure day-to-day operations run smoothly, will be detail-driven, as well as capable of maintaining confidentiality, sound judgement, and can confidently assist with prioritization, all while approaching work with humor, flexibility, and creativity.  

• Purpose: Ensure Action Against Hunger’s strategic objectives are accomplished and operations run efficiently with a primary responsibility to support the CEO and the Executive Team as directed.
• Engagement: Close collaboration with CEO, Chief of Staff, and Executive Team.
• Delivery: The position demands great communication skills, flexibility, proactive logistics, and efficiency, with demands and expectations prone to changing on a day-to-day basis.
• Provides daily management of activities ranging from coordination of travel; scheduling and calendar management; preparation and logistics for meetings; and invoicing and payment tracking; drafting correspondence and memos; and maintaining comprehensive and accurate records.

II. Essential Job Duties

Executive Assistant Support for CEO and Executive Team (where noted)

Travel

• Coordinate domestic and international travel.
• Process travel expense reports and other related travel documents.
• Support group travel to offsite retreats and other similar events.

Time Management

• Scheduling support and calendar management.
• Monitor CEO time allocation to ensure alignment with priorities.
• Coordinate approval of timesheets and leave requests for the Executive Team.

Communication

• Screen emails, calls, and correspondence.
• Liaise with internal and external parties, international staff, and all levels of management.
• Coordinate with internal stakeholders on donor communications and travel.
• Coordinate with internal stakeholders on media engagement and speaking opportunities for CEO.
• Assist with drafting ad-hoc and regular internal communications from the CEO.
• Coordinate and maintain donor-facing supplies (gifts, letterhead, cards, printed materials, etc.) 

Board of Directors

• Liaise with the Board of Directors and Advisory Council members.
• Plan, schedule, and coordinate Board Committee meetings.
• Assist with drafting ad-hoc and regular communications from CEO to Board.

Administrative

• Manage invoices and payment tracking. Reconcile CEO credit card expenses.
• Track budget versus actuals for strategic investments and key cost centers.
• Prepare and file reports, presentations, meeting minutes, and memos.
• Provide administrative support to the DC office.
• Maintain Office of the CEO and Executive Team content on relevant SharePoint sites.
• Receives, logs, and distributes mail to appropriate stakeholders, including sensitive documents and monetary donations.

III. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with interruptions.
• To travel to the field, the employee must attest to a level of physical fitness capable of enduring physically difficult, highly stressful situations which may include the necessity to walk long distances, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

IV. Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends if required.
• Must be able to travel as required for standard domestic and international business travel if appropriate.

V. Required Qualifications

• Bachelor’s Degree. Master’s degree preferred. Either focused on international relations, humanitarian / development work, public administration in non-profit.
• Three years of experience as a humanitarian generalist or similar experience preferred.
• Previous experience with, knowledge of and / or commitment to Action Against Hunger-USA humanitarian principles advantageous.
• (Desired) Notary public.

VII. Required Skills & Experience

• Demonstrated experience and/or personal commitment to promoting gender equality within the humanitarian and/or development work.
• Strong organizational skills, extremely detail oriented.
• Excellent written and verbal communication skills are a must. Experience communicating in different cultural work environments preferred.
• Ability to work both independently and as a flexible and supportive member of a team.
• Ability to work in a stressful environment, respect and enforce deadlines, take initiative, and prioritize multiple tasks with minimal supervision.
• Excellent interpersonal skills
• Previous experience with SharePoint preferred
• Must be authorized to work in the US if not US citizen.
• Fluent written and spoken English is required.

All candidates should apply online at https://careers.actionagainsthunger.org/ Action Against Hunger-USA provides all staff with an attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing nondiscrimination in employment.