JOB OPPORTUNITIES

About the Role

The Executive Assistant/Communications Associate position at CIP combines several
distinct functions: (1) executive assistant to the President/CEO, (2) communications, (3) internship program coordination, and (4) office management and assistance with development. This position reports to the President/CEO, and to the Director of Finance and Operations.

As Executive Assistant to the President/CEO, she/he/they will provide administrative
support to the President and Board of Directors, as well as the Leadership Team. The
executive assistant serves as the primary point of contact for internal and external

constituencies on all matters pertaining to the President. The Executive Assistant serves
as a liaison to the Board of Directors.

As the Communications Associate, she/he/they will establish and guide the strategy for
all communications, website, and public relations messages to consistently articulate
the mission, vision, and values of CIP to external audiences and stakeholders.
He/she/they will build and manage relationships with the media and other key entities,
and work to maintain brand and messaging consistency. The best candidate for this
position will have strong writing and editorial skills.

 
As coordinator of the CIP internship program, he/she/they will manage the recruitment,
orientation, and professional development activities of the three annual cycles of
program interns. She/he/they will also directly supervise the communications and
development interns. And as officer manager she/he/they will organize and manage office operations and procedures as needed.

Position Responsibilities Include:

Executive Assistant

• Coordinate president’s daily schedule, priorities, appointments and travel

• Assemble background materials

• Edit documents and reports drafted by the President/CEO

• Organize the preparation of virtual and in-person meetings including reserving

• virtual or physical meeting space, compiling information packets, ordering, and

• setting up catered meals and greeting guests

• Coordinate invites to speakers and pre-event calls

• Send attendee invitations 

• Attend meetings to record action items as needed

• Act as the president’s liaison to the leadership team and the Board of Directors

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Communications (performed with the assistance of the Development Intern)

• In collaboration with the program teams - establish a communications vision and strategy.

• Oversee all print and online communications such as promotional materials and annual reports

• Develop and oversee the organization’s website and social media strategy and

• activity including Facebook, Twitter, Instagram, LinkedIn and other online platforms

• With the help of communication interns, compile daily top stories related to CIP’s research focus.

• Pitch timely stories, opinion editorials, and CIP research to media outlets

• Track CIP media mentions

• Oversee formatting and design of reports to ensure compliance with CIP branding policy

• Manage the release of reports (promotion, distribution, and events)

• Manage press releases for program outputs and events

• Act as point of contact for media

• Internship Program Coordination

• Manage recruitment process of CIP interns

• Create and collect offer letters and keep up to date records including W9s, emergency contact forms, and other paperwork

• Conduct orientation, periodic check-ins, and exit surveys

• Conduct regular check-ins with interns

• Plan and execute intern events such as catered lunches with staff, educational workshops, and other professional development activities

• Other tasks as needed

 
Office Management and Development

• Update and maintain office management manual

• Ensure proper functioning of all staff equipment

• Manage relationships with suppliers and technicians

• Coordinate with building staff on suite maintenance and repairs, building access, and scheduling

• Keep up to date files on executive reimbursements and Interns

• Draft emails to funders and individual donors

• Maintain and update donor database and run reports as needed.

     
Education, Knowledge and Experience

• BA degree in relevant field or comparable work experience

• Minimum of 2 to 3 years of full-time work experience

• Demonstrated familiarity with non-profit organization operations (preferred)

• Knowledge of the fields of international policy and foreign affairs (preferred)

• Proficiency in Spanish and or Arabic is a plus

Skills

• Strong written and verbal communication skills

• Strong organizational, coordination and editorial skills

• Cheerful disposition and strong communication skills 

• Ability to successfully move between different tasks and duties

• Ability to supervise more than three people

• Knowledge of information technology and the ability to communicate and

• coordinate with technology experts.

• Proficiency with Microsoft word, Excel, Google docs, Wix and the Adobe Creative

• suite or cloud (especially InDesign)

• Strong attention to detail

• Highly organized

• Ability to recall details and information quickly

How to Apply:

All applicants must be legally authorized to work in the United States and must submit a cover letter, resume, and brief writing sample (2-5 pages). Please combine and attach your cover letter, resume, and writing sample into ONE DOCUMENT and send it as a single attachment to jobs@internationalpolicy.org with “Executive Assistant/Comms Associate” in the subject line.

The Center for International Policy is an equal opportunity employer. All qualified candidates will receive consideration without regard to race, color, religion, national origins or sexual orientation. Women, people of color, persons with disabilities and LGBTQI candidates are strongly encouraged to apply.