Executive Assistant

Job Type: Full time/Contract 

Job Location: In-person in New Jersey

Start Date September 16, 2024

Experience Level: Mid-level

Compensation: $65,000 - 98,000

Description: China Labor Watch is a labor rights organization founded in 2000. Our mission is the defense of workers affected by companies’ abuse and misconduct, with a focus on China and Chinese companies. We are cited by the media, government, and NGOs as the foremost authority on Chinese labor rights issues. Since our founding, CLW has collaborated with the media, human right and labor organizations to monitor workers’ conditions in and outside of China. For more information, please reference our website: www.chinalaborwatch.org.

China Labor Watch is seeking an Executive Assistant to join our expanding team. Reporting directly to the Executive Director, the Executive Assistant is responsible for providing administrative and organizational support. The Executive Assistant must possess excellent professional communication, organizational, and interpersonal skills. The ideal candidate possesses high decision-making acumen and has experience coordinating with staff and management, and is able to work independently and autonomously to successfully complete tasks and proactively communicate priorities and focus to key stakeholders. The Executive Assistant is responsible for operational, administrative, and fundraising responsibilities, which are described in detail below.

Responsibilities

Operational:

• Assist the Executive Director in the development of work plans in conjunction with programming staff.
• Track project progress, manage deadlines, ensure proper internal review before report submissions.
• Provide operational support to the CLW team as needed (e.g., onboarding and offboarding management, employee leave, documenting weekly employee, and leadership team meeting minutes).
• Manage and upkeep digital data and correspondence securely and as needed, including organizing and safekeeping the organization’s digital files, drafting correspondence, sorting requests, and updating data across multiple documents or platforms .
• Draft organization workflow to support programming and stakeholder coordination (e.g., understand program requirements, support cross-team communication, and maintain an overview of organizational priorities).
• Provide administrative support for the organization's expanding programming, manage archived meeting minutes in our database.
• Other duties as assigned.

Executive Support:

• Assist the Executive Director with oral and written translations between Mandarin Chinese and English, which may involve accompanying the Executive Director to travel events and on-site meetings as needed. Familiarity with terminology in labor and human rights is a must.
• Manage and draft correspondence on behalf of the Executive Director while prioritizing upcoming deadlines and understanding employee engagement, and propose strategic opportunities for stakeholder engagement.
• Provide timely administrative support to the Executive Director (e.g., completing financial reports, reimbursement requests, and other accounting-related paperwork). Manage external liaison scheduling with the Executive Director, meeting materials, and provide support as needed. Organize meeting notes and track meeting follow-ups as needed.
• Scheduling and managing calendars and making travel arrangements.
• Properly manage sensitive information and ensure secure distribution and storage of confidential documents.
• Serve as primary contact person and administrative secretary for the Executive Director and Board Advisory Committee. Schedule quarterly board meetings, manage the coordination and delivery of all aspects of the meetings, including materials (agendas, brochures, etc.), scheduling, confirmations, reminders, meeting minutes, and follow-up.

Fundraising:

• Research potential funders and compile findings for review by the Executive Director.
• Identify appropriate donors and create individual profiles with giving interests that match the focus of the organization’s programming.
• Work with the Executive Director and program staff to draft letters of inquiry and proposals to potential donors and funders, enter communication records into files, and track/manage follow-up accordingly.

Qualifications & Traits

• Strong organizational skills and excellent ability to communicate both verbally and in writing with a variety of audiences (including but not limited to: government officials, journalists, international organizations, corporations and colleagues);
• Professional proficiency in Mandarin Chinese and English is required;
• Minimum of three years of relevant work experience required;
• Ability to manage expectations and schedules to meet deadlines;
• Ability to work independently and collaboratively;
• Ability to maintain and safeguard standards and security for confidential information;
• Skilled in office softwares including Google Suite, Salesforce, Dropbox, Word, Excel, PowerPoint, Keynote, Asana, Evernote, and Mailchimp;
• Ability to work as part of a small, dynamic team to help as needed;
• Interest in human and labor rights preferred.
• Willingness to work non-standard hours, including weekends and traveling when necessary. Occasionally travel to international conferences, retreats, and other on-site meetings as needed.

Salary & Benefits

The annual salary range for this full-time position is $65,000-$98,000 based on experience. Benefits include HMO medical and dental and eye insurance, eleven holidays and ten paid vacation days per year, five paid sick days, and ten unpaid vacation days. The last two weeks of the year are unpaid vacation.

China Labor Watch does not discriminate on the basis of disability, age, gender identity and expression, national origin, race and ethnicity, religious beliefs, or sexual orientation. CLW also assists employees in obtaining necessary work permits when needed. Citizens of all nationalities and candidates of all backgrounds are encouraged to apply.

How to Apply

Please submit applications via email to (amelia@chinalaborwatch.org). Please include a Mandarin Chinese cover letter, an English Cover Letter, and a resume and title the email “Executive Assistant.” Please refrain from making phone calls as we will follow-up with qualified applicants. Applications will be reviewed on a rolling basis until the position is filled.