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

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.