Executive Assistant (Ops Team)

About Avaaz

Avaaz is an international campaigning and advocacy organization that provides its global membership of almost 70 million people with opportunities to make our world a better place.

We’re one of the world’s largest online global campaigning movements, with people from every corner in the world taking action to close the gap between the world we have and the world most people everywhere want. This includes protecting human rights worldwide, supporting indigenous struggles, saving our planet from climate change and other threats, and fighting to stop disinformation and other cyber threats from undermining our democracies. 

Our model enables people to channel their voices into a powerful collective force at tipping point moments to impact the pressing global challenges of our time, from climate and ecological collapse to human rights abuses and the dismantling of democracy. Avaaz is funded through small donations from individual Avaaz members, no big money from governments or corporations. This keeps us independent and allows us to keep a laser focus on doing what the world needs.

Position overview

The Operations team is the connective tissue of our organization. The Executive Assistant will bring their brilliance to supercharging the work of the Head of the Finance, Operations and Grantmaking - via excellent proactive facilitation of core priorities across the organizational areas that she leads.

The ideal candidate is a solutions-oriented team player, who is comfortable with technology and enjoys working in fast-paced, diverse, and remote environments. Skills valuable to success in this role include strong written and verbal communication skills, high attention to detail, an energetic, poised, and positive attitude, and the ability to balance multiple priorities. This role will help develop and experiment with new norms on communication and communication tools.

Responsibilities

• Provide comprehensive administrative and personal support to the Head of Finance, Operations & Grantmaking.
• Lead the design and implementing systems to improve knowledge management, project management and cross-team communication, collaboration and operational efficiency.
• Proactive project management and organizing schedules, meetings, travel coordination and logistics for senior staff and other Avaaz team members.
• Track and manage organizational priorities, ensure timely progress and effective communication between senior leadership and the Avaaz team.
• Serve as a focal point for vendors, contractors, and other external stakeholders, managing relationships and ensuring smooth delivery of services aligned with organizational needs.
• Support monitoring of budgets, approval authority and processes, expense tracking. Ensure timely processing and efficiency.
• Contribute to the development and management of systems and processes that ensure legal, tax, internal policies and other regulatory compliance.
• Conducting high level research, fact-checking, proofreading and preparing briefings or reports as requested, ensuring accuracy and relevance.
• Oversee timely invoicing, expense management and credit card reporting for senior staff, as well other team members as applicable.
• Support with administrative and coordinating organizational tasks as part of the Operations team, including helping to plan team meetings, retreats and other significant events that involve collaboration.
• Identify and implement opportunities to streamline administrative and operational workflows, driving efficiency across the operations team.
• This position will report to a member of the Operations team.

Competencies
The following list of qualifications is what we believe gives you the experience required to work in our environment and deliver on the responsibilities listed above. You should apply for this role if you feel you have the necessary experience, even if you don't meet all the requirements below:

• Experience in an executive-level support or operations role with demonstrated track record of high performance and success;
• Strong proficiency in online communication tools (Slack, Zoom, Google Suite), comfort with project management tools and online databases (Monday.com, Notion, etc.), financial systems (Quickbooks, Concur) and a curiosity to explore emerging tools and technology.
• Self-starter; highly motivated and resourceful team player able to manage multiple projects and conflicting priorities under deadline in a fast-paced environment; Ability to adjust quickly to changing conditions and requirements.
• Strong judgment; able to think and work independently, multi-task, prioritize, and follow through to effectively manage workflow.
• Excellent analytical and problem-solving skills, familiarity with financial documents.
  Strong organizational skills with attention to detail, accuracy, protocol, and a commitment to high quality work.
• Passion and commitment to global justice, citizen empowerment, and social change
• Ability to maintain confidentiality and handle sensitive matters with discretion and diplomacy
• Excellent written and oral communication skills
• Excellent written and verbal skills in English; additional languages are an asset.

Location
Avaaz is a virtual organization, with most of our work done over email, Gdocs, telephone, and Slack. Our staff are based in cities all over the world. For this position, the candidate needs to be based in the ET (preferably) or the PT timezones, anywhere in the Americas (North or South). Applicants outside of these timezones will not be considered for this role.

Compensation and Benefits
We make sure our salaries match both your experience and the cost of living where you are based. Our packages are aligned with top international NGOs, so you can count on a competitive offer:

• US$75,000 - US$89,000  - For candidates based in Latin America.
• US$98,000- US$115,000 - For candidates based in the US and Canada. 

The development of our employees is paramount. To support this, we include these benefits:

• 5 weeks paid vacation per year.
• 10 paid holidays per year.
• Up to USD 3.000 training and development per year.
• Up to USD 1.500 for language development per year.
• Out-of-Home Workspace Rental.

Avaaz’s Commitment to Equity and Inclusion 

As a global organization with millions of members around the world, it’s important to us that our team reflects the diversity needed to lead a movement of people from across the planet, rising to meet some of the most complex challenges humanity has ever faced. We believe we can only succeed by building a diverse team full of fresh perspectives and original ideas, and we are committed to creating a working environment in which everyone has an equitable opportunity to fulfill their potential.
Our team includes English as first and second-language speakers, the self-taught and university educated, people with all sorts of professional backgrounds. If doing the job you just read about would make you excited to come to work every day, if you’re talented, hard-working and committed to making a difference - we want you to apply. Avaaz does not discriminate on the basis of race, ethnicity, colour, ancestry, language and accent, national origin, citizenship, sex, gender identity or expression, sexual orientation, age, family/parental or marital status, religion, socioeconomic class, caste, disability or any other characteristic protected by law. We are committed to ongoing learning, so if you have suggestions for us on how to better put these values into practice in our hiring process, we’d value your input. 

We’ll provide reasonable accommodations for qualified applicants with disabilities or special needs to participate in the application process, so please let us know if you have such a request when you apply.