Job Details

Executive Assistant

The Center for Victims of Torture works toward a future in which torture ceases to exist and its victims have hope for a new life. We are an international nonprofit dedicated to healing survivors of torture. We offer rehabilitation services to those who have been tortured, train partners around the world who can prevent and treat torture, and advocate for human rights and an end to torture. We are headquartered in Minnesota, and we have US offices in Georgia and DC, as well as offices in Africa, the Middle East, and Mexico.

The Center for Victims of Torture is hiring an Executive Assistant to provide executive support to enhance the effectiveness of the Executive Leadership Team (ELT), which includes the President/CEO and the Vice Presidents. The Executive Director serves as a main point of contact for diverse stakeholders including staff, the Board of Directors, donors, and other external stakeholders. The Executive Assistant manages schedules and travel, responds to requests and coordinates workflow, and uses a high level of professionalism and discretion. They will serve as a liaison to the Board of Directors and provide high-level support for meetings and projects across the executive office.

Position open to:

• Candidates located in the U.S. who are authorized to work in U.S. and will not need CVT to sponsor them on a work visa. Preference will be given to candidates located in the Eastern and Central US time zones.

Remote status:

• Position is fully remote.

Benefits:

• Employees in benefit eligible positions are offered a competitive benefits package which includes paid time off and options for health, dental, vision, a 403(b) retirement plan, as well as employer paid life insurance, short- and long-term disability.

Responsibilities:

• Administrative Support: Research, prioritize and follow up on incoming issues for the Executive Leadership Team. Prepare materials, process expense reports and reimbursements, and submit and approve timesheets for ELT members. Coordinate or support special projects as needed, with priorities set by the President/CEO.
• Board of Directors Support: Coordinate and support the work of the Board of Directors and its committees by leading meeting scheduling, coordinating logistics, preparing materials, maintaining records, preparing detailed board and committee minutes, and completing follow-up, all in a timely manner. Maintain board files, manuals, policies, and orientation materials. Organize the annual new board member orientation and the annual Board of Directors retreat, including coordinating logistics and preparing related processes and materials.
• Communication: Serve as liaison between the Executive Leadership Team and staff, board members, donors, and other stakeholders. Build positive relationships and communicate with confidence, warmth, and professionalism. Support the Senior Leadership Team (SLT) meetings by coordinating schedules, finalizing agendas, taking minutes, and distributing them to all staff.
• Scheduling and Meetings: Coordinate calendars for the Executive Leadership Team to ensure time is managed efficiently, with primary responsibility for the President/CEO's calendar. Schedule and confirm appointments with internal and external stakeholders. Help ELT members anticipate and prepare for meetings. Coordinate meeting logistics, including resources, room reservations, and communication technology. Prepare and distribute meeting materials, and take minutes as requested.
• Travel Coordination: Manage domestic and international travel logistics for the ELT in accordance with CVT's travel policy. Book flights, hotels and ground transportation, and enter itineraries into the ISOS MyTrips program. Coordinate with staff on trip planning, prepare itineraries, and process travel expenses and reimbursements.
• Records Management: Organize and maintain records systems, including Board of Directors materials, executive office files, and other key organizational documents. Respond to requests for information and documents.
• Other Duties: Collaborate with staff to coordinate logistics for staff celebrations and events. Participate in department and organization-wide activities, meetings, and trainings. Perform other duties as assigned.

Qualifications:

Required education, experience, certificates, licenses or registrations

• Bachelor's degree or equivalent experience.
• Four years of experience managing schedules and travel for one or more executives.
• Demonstrated experience managing calendars and scheduling travel for one or more executives.

Preferred education, experience, certificates, licenses or registrations

• Demonstrated experience managing multiple complex projects simultaneously.

Competencies (knowledge, skills and abilities)

• Ability to handle sensitive matters, exercise sound judgment and discretion, and maintain confidentiality.
• Ability to manage multiple complex projects simultaneously.
• Skills in problem-solving and creative thinking.
• Demonstrated flexibility and dependability.
• Ability to develop positive relationships and communicate professionally, respectfully, and tactfully with a wide range of stakeholders, including staff, board members, donors, clients, volunteers and others.
• Strong written and verbal communication skills.
• Commitment to human rights work and to diversity, equity and inclusion efforts within the organization.
• Excellent organizational skills and attention to detail.
• Strong time management skills, including the ability to meet deadlines.
• Proficiency with technology, including Microsoft Office suite (Outlook, Word and Excel), digital files, and online conferencing platforms.
• Ability to travel nationally as needed (typically one to two times per year).

Work Environment (subject to change):

• Typical office environment
• Time spent on the computer is approximately
• Time spent in virtual meetings is approximately