Administrative Assistant, Global Safety & Security

Job description

Who We Are International Justice Mission (IJM) is the global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals are at work worldwide in over 30 offices. Together we are on a mission to rescue millions, protect half a billion, and make justice unstoppable. We are a global community that cares for one another. We believe that the way we work is as important as the results we achieve. We provide professional excellence with joy and celebration to all those we serve. The Need For over 25 years, IJM has pioneered the work to protect vulnerable people from violence. 9 out of 9 times in the last decade, IJM’s Justice System Strengthening Projects have reduced slavery and violence between 50 and 85% for very large populations of people in poverty. As we grow to expand our impact to protect 500 million people from violence, we are seeking an Administrative Assistant to provide administrative and coordination support to the Vice President of Safety & Security and the Global Safety & Security team. The role supports the efficient day-to-day operation of the team through meeting and calendar coordination, travel and logistics support, document and records management, financial administration, training and event coordination, and general team support. The position also provides limited administrative support to the Risk vertical and supports travel security initiatives, including Vismo, Traxo, and Navan, as directed by the Vice President of Safety & Security, helping the team remain organized, responsive, and focused on supporting IJM's global operations and mission. This position is hybrid (onsite Tuesdays & Thursdays) and located in the Washington, DC area. It reports to the Vice President, Safety and Security, and requires current authorization to work in the United States. Visa sponsorship is not available for this position, now or in the future. * This is a full-time, fixed-term position with an anticipated duration of one year. Responsibilities: Executive and Team Administrative Support Manages scheduling, calendar coordination, and meeting logistics for the Vice President of Safety & Security and designated GSS leaders to support effective use of leadership time; Coordinates recurring team meetings, leadership check-ins, stakeholder discussions, interviews, and vendor appointments and ensures participants receive accurate information and materials; Prepares agendas, assembles briefing materials, records action items, and supports routine follow-up so decisions and commitments are documented and advanced; Drafts and formats routine correspondence, meeting notes, briefing documents, presentations, and internal communications in accordance with IJM standards; and Supports administrative onboarding and setup for employees, contractors, consultants, and temporary team members. Travel and Logistics Coordination Coordinates routine business travel, lodging, ground transportation, meeting rooms, and related logistics for designated GSS staff in accordance with IJM procedures; Maintains itineraries and communicates logistical details to travelers and relevant participants to support smooth execution of approved travel; Routes routine visa, booking, and traveler-service requests to the appropriate vendor or organizational service owner; Coordinates with the Travel Security Associate when travel requires traveler-system enrollment, risk review, traveler tracking, emergency support, or security-related escalation; and Supports logistics for regional meetings, strategy sessions, training events, workshops, and team gatherings. Financial, Contract, and Vendor Administration Processes invoices, expense documentation, purchase requests, and purchase orders through approved systems to support timely payment and accurate financial records; Maintains contract, renewal, payment, and vendor-documentation trackers and follows up on routine administrative requirements; Coordinates administrative follow-up with Finance, Procurement, Legal, vendors, and budget owners and escalates missing information or approval delays; Organizes supporting information for budget monitoring, forecasting, procurement, contract review, and vendor renewal processes; and Maintains administrative records for consultants and contractors, including engagement documents, invoices, deliverables, and renewal dates. Document and Information Management Maintains organized electronic files, SharePoint sites, Teams channels, templates, distribution lists, and document libraries so authorized users can locate current information; Applies consistent file naming, version control, access permissions, and retention practices to protect records and reduce duplication; Maintains current copies of team plans, policies, procedures, training records, meeting materials, contracts, and administrative documents; Formats Word documents, PowerPoint presentations, spreadsheets, and internal communications to support professional and consistent GSS outputs; and Handles confidential and sensitive information with discretion and in accordance with IJM requirements. Meetings, Training, and Event Coordination Coordinates invitations, registrations, attendance, schedules, materials, supplies, rooms, catering, travel logistics, and technical arrangements for GSS meetings and learning activities; Supports virtual, hybrid, and in-person meetings across global time zones and communicates logistical changes and participant requirements; Maintains participant lists, completion records, evaluation forms, training materials, and post-event documentation; Provides administrative coordination for the Global Security Community of Practice, Field Operations Security Academy, team strategy sessions, crisis-management training, and other GSS events; and Coordinates with Events Operations and other internal partners when GSS activities require broader event support. Team Coordination, Reporting, and Workflow Support Maintains action-item and administrative trackers and follows up with responsible owners on upcoming deadlines and routine deliverables; Supports recurring reporting cycles by collecting inputs, organizing source materials, confirming completeness, and formatting submissions for leadership review; Maintains team records, contact lists, organizational charts, distribution lists, calendars, and recurring administrative schedules; Updates Asana, Microsoft Planner, or other approved task-management tools as directed and alerts leaders to overdue administrative actions; and Identifies recurring administrative bottlenecks and recommends practical workflow improvements to increase team efficiency. Administrative Support to Global Risk The position remains a Global Safety & Security role reporting to the Vice President of Safety & Security. Following assessment and prioritization of the GSS administrative workload, up to 10 hours per week may be allocated to defined administrative support for the Global Risk function. This allocation is intended to provide practical cross-functional support and does not create a jointly owned position, shared reporting relationship, or equal division of capacity between Global Safety & Security and Global Risk. Coordinates agreed Risk meetings, calendars, agendas, meeting notes, and routine follow-up within the approved weekly allocation; Supports the formatting, organization, and administrative coordination of Risk documents, presentations, trackers, and routine communications; Provides agreed logistical and administrative support for Risk training, team sessions, or other defined activities when capacity permits; Maintains clear visibility of time and tasks allocated to Risk so priorities can be reviewed against GSS requirements; Routes competing priorities, urgent requests, or work expected to exceed the 10-hour weekly allocation to the Vice President of Safety & Security for prioritization and agreement with Risk leadership; and Does not independently own Risk strategy, risk decisions, enterprise-wide Risk communications, Risk program management, or other substantive Risk responsibilities unless specifically delegated in writing. General Tasks Participate in IJM’s community of spiritual formation. Qualifications: High school diploma and relevant professional experience required; associate or bachelor’s degree preferred; Two or more years of experience in administrative support, executive support, office coordination, event coordination, project support, or a related field; Experience managing calendars, meeting logistics, travel, invoices, purchase orders, contracts, records, or recurring administrative workflows; Experience supporting senior leaders or a geographically dispersed team is preferred; Experience in a global nonprofit, legal, security, humanitarian, or international development environment is preferred; Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; Ability to coordinate complex calendars, meetings, travel logistics, and events across multiple time zones; Ability to process and track invoices, purchase orders, expenses, contracts, and vendor documentation using established systems; Ability to create and maintain organized electronic files, administrative trackers, distribution lists, meeting records, and reporting inputs; Ability to prepare and format professional documents, presentations, spreadsheets, agendas, and meeting notes; and Familiarity with Workday, Asana, Microsoft Planner, or similar administrative and task-management systems is preferred. Critical Qualities: Administrative reliability, accuracy, and close attention to detail; Strong organization, prioritization, and follow-through across competing demands; Professional, responsive, and service-oriented approach to supporting leaders, team members, and partners; Clear written and verbal communication across cultures and organizational levels; Sound judgment, discretion, and appropriate handling of confidential information; Ability to anticipate administrative needs, identify gaps, and take practical initiative within defined responsibilities; Collaborative and flexible approach to working across global time zones and changing priorities; and Eager commitment to IJM’s mission, values, safeguarding standards, and ethical requirements. Application Process: Upload Resume, Cover Letter & Statement of Faith* in one PDF document to Workday. *What is a statement of faith? A statement of faith should describe your Christian faith and how you see it as relevant to your involvement with IJM. The statement can either be incorporated into the cover letter or submitted as a separate document and should include, at a minimum, a description of your spiritual disciplines (prayer, study, etc.) and your current fellowship or place of worship. What does IJM have to offer? Comprehensive Medical/Dental/Vision benefits Monthly commuter and parking benefits in the DC metro area Retirement benefit options Paid leave starting at 23 days 12 holidays (plus early release the day prior) Daily, quarterly, and annual community spiritual formation Robust staff care resources IJM holds strict safeguarding principles and a zero tolerance to violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy, and Code of Ethics. Candidate selection is based on technical competence, recruitment, selection and hiring criteria subject to assessing the candidate’s value congruence and thorough background, police clearance, and reference check processes. At IJM, we’re committed to building a diverse workforce through fair and equitable employment practices. IJM encourages people of any race, color, age, sex, marital status or political ideology to apply for employment. While we welcome everyone into this work, we truly believe that the work we are doing is God’s work, not our own, and practice spiritual disciplines together daily. That’s why we legally require under SEC. 2000e-1 [Section702] of Title VII of the Civil Rights Act of 1964 that all employees practice a mature orthodox Christian faith, as defined by the Apostles’ Creed. IJM requires a background check, police clearance and thorough review of references with an employment offer and/or employment contract.