Executive Assistant

About this position

Office Administrator and Executive Assistant
Rainbow Railroad
Full time

Rainbow Railroad is an international organization, based in both Canada and the United States, whose mission is to help LGBTQI persons in danger find safety. Our ultimate goal is a world free of persecution based on sexual orientation, gender identity or sex characteristics. Until then, we
provide solutions for individuals in immediate danger of persecution or violence amidst a global refugee crisis. In partnership with a global network of LGBTQI organizations and human rights defenders, we coordinate directly with individuals experiencing violence to get them out of harm’s
way. Around the world, we are recognized for our efforts to support and protect the thousands of LGBTQI people living in countries which criminalize their existence.

Since our founding in 2006, we’ve helped over 1,000 LGBTQI individuals find safety.

The Role:

You are inspired by our mission and love supporting people with whatever they need. You are responsible for the office administration and IT support for the organization as well as acting as the Executive Assistant to the Executive Director. You are professional and polished, emotionally intelligent, with a strong work ethic. You are accountable, motivated, and highly organized with a keen eye for detail. You love to problem solve and meet challenges head on.

You will report to and provide executive support to the Executive Director. You will work closely with the management team and board of directors so they can successfully achieve their goals.

Key Responsibilities:

Support to the Executive Director

• Manage the Executive Director’s schedule, book meetings on their behalf, take notes at meetings, etc.
• Provide regular administrative support to the Executive Director including travel arrangements, office support, copy editing, etc.
• Produce and maintain reports, plans, briefings, and presentations
• Research, review, and summarize reports and documents
• Prepare memos and background documents as required
• Provide support to other teams per the request of the Executive Director

 
Support to the Board of Directors

• Serve as the organization's board resource administrator, providing support to the Chair and Executive Director by organizing meetings and events (e.g. the Annual General Meeting), scheduling, agenda development and material collation
• Serve as the through line for communication on board meetings and sub-committee meetings, coordinating the preparation of action items, minutes, notes and reports
• Prepare digital meetings, room/space, food and equipment for Board and Committee meetings

 
Administrative

• On occasion book travel for the management team
• On occasion book meetings for the management team
• Support the management team on an as needed basis as instructed by the Executive Director

 
Qualifications:

• 3+ years of administrative support to senior leaders or as an office manager in a not-for profit/startup business setting
• Exceptional organizational skills and attention to detail; resourceful, flexible, with ability to prioritize multiple requests concurrently, develop individual timelines and meet deadlines
• Demonstrated leadership abilities, including the ability to work and make decisions independently as well as within a team
• Excellent problem-solving skills and able to tackle problems in a calm manner
• Excellent computer skills (Mac environment), knowledge of software programs (Google Apps, Docusign, Slack, Monday), familiarity with database software (Salesforce); and understanding of IT systems
• Versatile, skilled, and effective communicator with demonstrable evidence of strong written and oral communications skills
• Ability to work effectively and exercise good judgement with all levels of volunteers, staff, committee members and the general public
• Ability to work in a dynamic, fast paced environment with strict deadlines
• Experience supporting with the execution of events
• Adapt to the needs of a rapidly changing organization
• Familiar with anti-oppression principles
• Commitment and support of the LGBQTI+ community in Canada and internationally

 
Application Deadline – Accepting applications on a rolling basis until filled
Length of Contract – Full-Time, Permanent
Hiring Salary Range – $60,000-$65,000 plus competitive benefits package.

Please forward your cover letter and resume to hire@rainbowrailroad.org. Include the exact job title in the subject line of your email. Do not apply within the LinkedIn platform.
We thank all applicants for their interest in this position however we will only be contacting those selected for interviews.

Rainbow Railroad is dedicated to building an organization that reflects the diversity of the communities we serve. This includes diversity in languages spoken, culture, race, sexual orientation and gender identity.

Requests for accommodation due to disability can be made at any stage in the recruitment process.

 

About us

Rainbow Railroad is an international organization, based in both Canada and the United States, whose mission is to help LGBTQI persons in danger find safety. Our ultimate goal is a world free of persecution based on sexual orientation, gender identity or sex characteristics. Until then, we provide solutions for individuals in immediate danger of persecution or violence amidst a global refugee crisis. In partnership with a global network of LGBTQI organizations and human rights defenders, we coordinate directly with individuals experiencing violence to get them out of harm’s way. Around the world, we are recognized for our efforts to support and protect the thousands of LGBTQI people living in countries which criminalize their existence.

Application instructions

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