HIAS recherche une Assistante spéciale, équipe Personnes et culture basé aux Etats-Unis.

 

 

 

 

ESSENTIAL FUNCTIONS:

PEOPLE & CULTURE TEAM SUPPORT

  • Schedules appointments and maintains a productive calendar for the Chief People & Culture Officer (CPCO).
  • Leads scheduling of and timely communication regarding interdepartmental meetings and workshops.
  • Drafts meeting agendas, organizes and/or creates meeting materials and ensures technology is prepared and ready to ensure participation from country programs and remote staff.
  • Attends critical meetings, tracking next steps and tasks through follow-up with respective individuals/departments.
  • Supports invoice management, vendor coordination and procurement for the People & Culture Team, as well as compiling and submitting the monthly corporate card report for the CPCO and senior team.
  • Arranges and coordinates travel for the People & Culture Team, as required; submits and codes expense reports, as necessary.
  • Performs administrative tasks for members of the Senior People & Culture Team as prioritized by the CPCO.
  • Schedules department meetings, brown bags and other events, as requested.
  • Assists in tracking, filing and organizing documents; helps maintain a filing system for the People & Culture Team.
  • Provides administrative support for cross-divisional projects, including the crisis management team.
  • Supports with the coordination of DEIJ workshops and initiatives.
  • Conducts research for the People & Management Team, summarizing findings and options to the senior team.
  • Supports in the preparation of presentations and speeches as required.
  • Supports Executive Office team as needed in logistics and planning for Board meetings and other essential time-critical tasks.
  • Serves as back-up to the Culture & Communications Manager, creating staff newsletter and intranet content and ensuring that staff communications are circulated.
  • Supports the Culture & Communications Manager with staff meetings and event management, including management of the HIAS events calendar as needed.
  • Performs other duties as assigned.

REPORTING & ANALYTICS

  • Creates and maintains regular clear, informative People & Culture reports, including pulling reports, analyzing data and highlighting the key, relevant information.
  • Using in-depth knowledge of the relevant systems, pulls regular and ad-hoc reports as needed.
  • Maintains organization charts for the People & Culture Team.
  • Leads and coordinates the creation of board and other reports, gathering information from all relevant parties, compiling and finalizing the reports, and tracking related deadlines to ensure on-time delivery.
  • Performs other duties as assigned.

QUALIFICATIONS & REQUIREMENTS:

  • Relevant undergraduate degree may be helpful, however applications encouraged from those with relevant professional experience and a desire to grow in this field.
  • 2-3 years of experience working in an administration role, ideally with highly confidential data, using multiple systems and reporting methods.
  • Highly organized and detail-oriented; ability to work under pressure and meet multiple deadlines in a fast-paced environment.
  • Demonstrated capacity to manage and maintain confidential information.
  • Brings energy and ideas for continuous improvement in line with the goals of the organization and the department.
  • Excellent oral and written communication skills.
  • Able to quickly build strong relationships across the organization and collaborate with others in problem-solving and task completion.
  • Spanish or French fluency would be an advantage, as the Special Assistant may be required to review/write translations for accuracy and communicate with colleagues where English may not be their first language.
  • Although frequent travel is not anticipated, the role-holder may be required to travel between Silver Spring and other locations, as necessary.
  • Given the Chief People & Culture Officer’s travel schedule and London work location, there will be the need to attend calls and be available to work outside normal working hours (time-shifting would be expected).
  • In the event of a Board meeting or urgent matter, there may be the occasional need to work at the weekend.
  • Proven ability to work effectively with limited supervision.
  • Ability to properly prioritize work and escalate issues as needed; able to complete work in a timely manner while working on simultaneous tasks.
  • Demonstrated interest in People & Culture matters and best practices essential.
  • Interest in refugee rights, human rights or social justice would be an advantage in this role.
  • Proficiency in Microsoft applications including Word, Excel, PowerPoint and Outlook; excellent research skills.
  • Travel, to include travel to insecure operating environments, may be required.