Executive Assistant

ABOUT JUSTICE DEFENDERS

The lack of meaningful access to justice currently impacts nearly two of every three people worldwide. From developing countries like Uganda to the United States (which has the highest population of prisoners globally) – we are living amidst a global justice crisis.

We believe that everyone has the right to tell their side of the story before being convicted of a crime or punished. Regardless of who you are, where you've been, what you've done or what's been done to you, we will welcome you and we will defend you. It's the judge's job to pass judgement, not ours. We are hated by many and expected to hate each other. Instead, we grow in love for one another and those we serve, with no exceptions. Because our past need not define our future.

Justice Defenders works with defenceless communities to provide world-class legal education, training, and practice. Training paralegals within defenceless communities provides access to free legal services at the point of greatest need. Our paralegals oversee legal offices, file tracing, advocating on individual cases; collaborating with pro bono partners for court appearances, conducting alternate dispute resolution, and seeking diversion from the formal court system. Why do we train people in prison rather than simply working to give more people access to lawyers? Because of Saint Oscar Romero’s words:

“There are many things that can only be seen through eyes that have cried.”

We work for justice for everyone, without breaking fellowship with anyone. Incarcerated people, formerly incarcerated people, and prison staff offer unique perspectives on legal systems. Yet their experiences are rarely listened to. Bringing them together with prosecutors, the police, judges, experienced lawyers, and academics creates remarkable possibilities for good.

Guided by our values of humility, bravery, solidarity and excellence. After almost 20 years of service we are in the process of establishing ourselves as a community law firm and legal college. Together, through radical integration, we can build a world where each of us is equally accountable to and protected by the law. 

Get to know us better.
For more detailed insight into who we are, our values and vision, take a look at our messaging platform.

The Redemptive Nonprofit Playbook sets the standard for the kind of community we want to be and are working towards.

JOB CONTEXT

It is an incredibly exciting time for our organisation and this role provides a unique opportunity for an individual who is passionate about justice, servant leadership and collaboration. We are looking for an experienced and driven Executive Assistant, who is ready to dive into our exciting remote journey as we strengthen our capacity, our systems, and our impact in the coming years. There may also be opportunity for future progression into a broader scope within the organisation.

Reporting directly to the CEO and Founder, the Executive Assistant will serve as the primary point of contact  internally and externally  on all matters relating to the CEO’s office. The Executive Assistant also serves as a liaison to the board of directors and senior leadership; organises and coordinates executive outreach and external relations efforts; and oversees special projects. 

Hear more about the Executive Assistant role from our CEO and Founder Alexander McLean: Watch the video

YOUR RESPONSIBILITIES

Executive support

• Extensive calendar management for the CEO; organising and scheduling internal and external meetings both in-person and online with international stakeholders across multiple time zones. 
• Assists in editing  and completing first drafts for written communications to external stakeholders.
• Coordinates domestic and international travel for CEO, including visas, flights, transfers, accommodation, vaccinations, catering, etc,
• Additional general administrative tasks for the CEO, such as expense management, annual leave management, completing forms, digital filing etc, plus occasional admin support for the CEO on an ad hoc basis. 

Board support and liaison

• Serves as the CEO’s administrative liaison to Justice Defenders board of directors
• Maintains discretion and confidentiality in relationships with all board members 
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Leadership team liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings 
• Taking notes, keeping minutes, and recording actions during in-person and online meetings, including convenings of the Executive Team and Leadership Team both online and in person.
• Facilitates cross-divisional coordination of travel and outreach plans including researching venues, negotiating supplier deals, coordinating staff and guest travel, managing budgets, conducting risk assessments, and supporting the event lead with agenda setting and preparation of materials. 

YOUR PROFILE

Education and experience 

• Strong experience in the role of executive assistant, chief of staff,  engagement manager, personal assistant, project manager or similar. 
• Good  understanding of and experience in international coordination and travel logistics across multiple timezones.
• Prior experience of governance administration preferred, as a minimum must have basic understanding of charitable governance.
• Experience and interest in internal and external communications, partnership development, and fundraising

Essential reading before you apply to join Justice Defenders:

We are an unlikely community, doing things others wouldn’t think possible. But the work isn’t easy. We act bravely, take risks, and move forward to a preferred future. One where justice is accessible, reliable, and can be practised best by those who need it most. For you – and us – to succeed together, we’re looking for someone who can read this list of character traits and answer, with humility, that they are ready to join us.

We especially encourage applications from those who have been in prison, were the recipient of free school meals, or are from the first generation of their family to attend university and from those who consider themselves to have been marginalised.

LOCATION

This role is open to remote candidates based in the United States or Europe, with a preference for candidates on the East Coast of the US. Compensation will be commensurate with experience and location. 

Reports to:   CEO & Founder  Hours: 37.5hrs per week. Generous holiday entitlement. Hours are flexible to suit the individual. There may be occasional need for early/late hours to account for time zone differences within our community. 

Travel requirements: Occasional national (UK) and international (Africa, Europe, North America) trips, including visiting our work in prisons. 

Application Deadline: 19th May, 2023