Executive Assistant to the Vice President for Investigations

Tim Kirchner

The Need The Investigations department plays a vital role in IJM's mission to secure justice for victims of modern-day slavery and sexual exploitation. Through the unrelenting efforts of IJM's global investigative staff, countless men, women, and children have been rescued from the clutches of oppression that once marked their daily existence. As the Executive Assistant to the Vice President (VP) for Investigations, you will have the opportunity to advance the investigative work of IJM by providing top-level support to the VP and by ensuring the Investigations department operates with excellence and efficiency. This position is based at IJM headquarters in the Washington, DC area and reports to the Vice President for Investigations. Responsibilities Represent the VP Serve as a liaison and primary point of contact between the VP and internal and external constituents, including during frequent travel of VP; Liaise with IJM's executive managers to arrange for the VP's attention to interdepartmental needs and requests; and Ensure the VP is informed of all pertinent organizational matters; anticipate the VP's response to these matters and provide recommendations for action. Task Management and Meeting Preparation Ensure excellence in all communication from the VP including email, departmental reports, briefing binders, and investigative and security policies; Comprehensively manage the VP's calendar, email and current task list to ensure appropriate prioritization, response and follow-up; Track deadlines based on agreed upon priorities and deadlines assigned by other entities; and Under the direction of the VP, prepare materials for VP's meetings including agendas, memorandums, handouts, and visuals; Capture notes and action items at meetings as needed; Ensure appropriate follow-up from all meetings including distributing meeting notes, flagging follow-up items, and scheduling next steps; and Flag and track progress on agenda items, developing and maintaining task lists and project schedules to create timelines for items due to the VP, assigning deadlines and ensuring they are met. Provide Department Support Monitor expenditures of funds and complete financial reports for the VP; work with the VP to create the annual departmental budget; Assist HR in coordinating departmental onboarding of new staff; Complete IJM's SharePoint training and pass all competency tests for the highest level to serve as the department's representative who will manage permissions, ensure that the site structure is organized correctly and operating with optimal efficiency, and acquaint new department personnel with how SharePoint works for the department; Maintain relationships with volunteer law enforcement professionals and facilitate opportunities for participation in an investigative capacity through the Investigative Associate (IA) program; manage all aspects of the IA program including the application process, IA records, communication, and coordination of deployments; Ensure communication of relevant information to all members of the Investigations department to ensure clear communication and coordination regarding department and organization retreats, processes, and special projects; Coordinate the planning and execution of events and special projects initiated by the Investigations department; and Serve as the assignment coordinator for the Investigations Department intern. Equipment Management Serve as the point of contact for all investigative equipment needs; Manage purchases, acquisitions and repairs of specialized investigative equipment for field offices; Manage replacement of all investigative assets through the asset replacement program; Manage relationships with specialized investigative equipment vendors and manufacturers; work with manufacturers to research and develop equipment that meets IJM's unique needs; Procureand inventory all new specialized investigative equipment, and dispose of equipment no longer needed, in a way that meets IJM standards, as well as federal grant regulations and restrictions; Manage specialized investigative equipment inventory, including the coordination of equipment transfers between field offices, shipments and repairs; and Manage the Equipment Resource Library at headquarters for use by the entire organization. Provide General Administration Determine all travel arrangements and logistics for the VP for both domestic and international trips including securing transportation, accomodations, meals, and other logistics as necessary; Manage, revise and maintain all of the department's filing systems including a variety of records, briefing materials, and casework-related files on company intranet SharePoint; assist with all aspects of department organization; Prepare all finance forms and timesheets for the VP; Participate in IJM's business administration team's monthly meetings and semi-annual retreats and contribute to organization-wide administration projects and process improvement as requested; and Maintain confidentiality of privileged and sensitive information related to investigations and other actions; and Perform other related duties as assigned. Required Skills and Experience Minimum of two years' work experience providing top-level administrative support in a fast-paced, professional environment; Bachelor's degree; Exceptional ability in written and oral communications; High level of proficiency using Microsoft Office; Superior administrative capacity to set priorities, manage a large number of projects and tasks simultaneously, and to complete them with minimal oversight; Excellent organizational skills, attention to detail and follow through; and Budgeting experience preferred. Critical Qualities Mature orthodox Christian faith as defined by the Apostles' Creed; Friendly, professional demeanor and composure under pressure; Mature judgment; Effective team player; Self-starter with strong initiative; Disciplined with priorities; and Adept at creative problem solving.