Global Administrative Assistant

Position: Global Administrative Assistant

Position Type: Full-time / Remote or Hybrid role

Starting: As soon as possible

Location: United States or United Kingdom preferred. Other global locations will be considered on a consultancy or Employer-of-Record basis.

Remuneration: Competitive benefits package provided including unlimited leave policy and flexible working arrangements. Benefits and compensation vary based on location.

• Expected US range: USD $45,000 – 59,520
• Expected UK range: GBP £26,500 – 35,500

Description

Independent Diplomat (ID) is a unique non‐profit venture in the world of international relations, diplomacy and conflict prevention. Staffed by former diplomats, international lawyers and experts in international relations, ID offers independent and confidential advice and assistance on diplomatic technique and strategy to governments, political groups, international institutions, and non‐governmental organizations. Our vision is to contribute to a more inclusive and equitable diplomatic system that responds to the needs and priorities of those most affected by crises and conflicts.

The purpose of this position is to provide administrative assistance to ID project teams and to support the smooth functioning of the organization. ID is seeking a professional administrative assistant to support ID’s project and staff globally – including core offices in the US (New York and Washington DC) UK (London) and Switzerland (Geneva) – and facilitate the smooth running of operations and administration. Responsibilities will include:

Administration

• Maintain and manage ID shared calendars
• Schedule and set up meetings, both internally and externally
• Maintain administrative and scheduling contacts and relationships across ID’s operations and projects
• Make travel arrangements
• Plan and coordinate logistics for international project visits, including support to ID partners / clients
• Provide in-person admin support during key meetings and convenings (e.g. UN General Assembly in New York)
• Maintain grant reporting calendars with project and fundraising teams
• Assist with the management of expense reports, per diem forms, and other receipts
• With office directors, ensure smooth running of ID’s offices in NY, Brussels and Geneva
• Help to plan and execute ID’s Board and Trustees meetings
• Maintain inventories for ID’s IT equipment with IT consultants
• Assist in the preparation of required annual audit and regulatory filings across all ID offices
• Quickbooks data entry, as needed

Human resources

• Help coordinate new employee induction and onboarding
• Support Hiring Managers with recruitment processes (scheduling interviews, collecting application materials, etc)
• Help to plan and execute ID’s annual staff retreat

Other

• Other duties as assigned

Qualifications:

• At least 1-3 years’ experience in administration, human resources, non-profit finance or related field with international exposure
• Fluency in English, others languages are beneficial
• Proficiency with Microsoft Office Suite (experience with other software including but not limited to QuickBooks, CRM software, generative AI tools is beneficial but not required)
• Technologically savvy
• Strong attention to detail
• Ability to perform several tasks concurrently with ease and professionalism
• Ability to work independently to meet deadlines
• Must maintain confidentiality and security
• Articulate, outgoing and experienced in working in a multi-cultural environment
• Able to solve problems with minimal guidance, comfortable working for a supervisor who is remotely located
• Periodic international travel may be required

The above is subject to change at any time at the discretion of Independent Diplomat.

Applications should include a CV and a succinct letter detailing your interest in, and qualifications for the position. Review of applications will continue until the position is filled. Due to volume, all applications will not be acknowledged, but those chosen for interviews will be contacted further. The identity of applicants will be held in strictest confidence. No phone calls please.

Independent Diplomat is an equal opportunity employer and makes employment decisions based on qualification and merit. Our objective is to encourage diversity and have the best available person in every job. ID’s policy prohibits discrimination based on race, color, creed, gender, gender identity or expression, sex (including pregnancy), religion, marital status, familial status, age, alienage or citizenship status, national origin, ancestry, physical or mental disability, medical condition, genetic information or predisposing genetic characteristics, sexual orientation, military status, domestic violence victim status or any other unlawful consideration.

By submitting an application for the position of Global Administrative Assistant at ID, you expressly consent to ID processing the personal data contained in your application, including, but not limited to, the information contained in any cover letter, curriculum vitae, resume or references. We will hold your information securely and use it only to process your application. When the post has been filled, ID will erase your personal data securely. For further information about ID’s Data Protection Policy, including why and how we process and transfer personal data, and your rights with respect to your personal data, please refer to our website at www.independentdiplomat.org