Executive Assistant

This position reports to the Special Advisor, Internal Communications, in the Office of the Executive Director and will be based in HRW’s New York City office, requiring significant in-person presence, including working in the office daily when the Executive Director is in New York.

Responsibilities

• Manage the day-to-day calendar of the Executive Director to promote the most effective use of their time, ensuring alignment with organizational priorities in mid- and long-term planning.
• Manage travel and scheduling arrangements for the Executive Director and, where necessary, the Special Advisor, Internal Communications, including transportation, hotel bookings, calendar updates, briefings, logistical arrangements, and visa assistance.
• Liaise with internal and external stakeholders to the Executive Director’s Office, including Board members, donors, media, and government officials, coordinating requests across multiple time zones with discretion and strict confidentiality.
• Manage the Executive Director’s social media accounts in partnership with the Communications team, including scheduling and monitoring content across relevant platforms.
• Support the Executive Director’s engagement with HRW’s Development department to help manage relationships with key donors.
• Support the Special Advisor, Internal Communications, in planning and coordinating executive leadership meetings, including agenda development, preparation of materials, tracking decisions, and monitoring follow-up actions.
• Coordinate cross-organizational projects, tracking deliverables, and monitoring deadlines.
• Develop systems to streamline communications and support timely correspondence by the Executive Director and other members of the ED Office.
• Plan, coordinate, and support internal and external meetings, including taking minutes when necessary and following up on action points.
• Assist with meeting preparation, ensuring all materials (agendas, research briefs, presentations, and reports) are available for the Executive Director and the Special Advisor.
• Attend and support the production of HRW Board meetings alongside the Board Relations Team.
• Organize the Executive Director’s correspondence, presentations, and meeting notes.
• Maintain records of the Executive Director’s speaking engagements, participation in conferences, external events, and overseas travel on behalf of HRW.
• Manage budget and financial operations for the Executive Office.
• Advise on and implement Operations policies across the Executive Office (e.g., physical and digital security, GC trainings, and reporting).
• Provide event management support, including organizing catering for meetings and hospitality gifts, as needed.
• Schedule and participate in regular staff meetings in the ED’s Office.
• Ensure the Executive Director’s public profile information is kept updated and respond to requests for materials regarding the Executive Director and the organization.
• Implement and manage office systems including digital filing systems, as well as document and content management systems.
• Support in the recruitment and onboarding of new staff as needed.
• Manage sensitive and confidential interactions between key internal and external stakeholders.
• Process expenses and invoices related to the Executive Director and the Special Advisor, Internal Communications.
• Be an active member of the Executive Support Team, working closely with other colleagues in Executive Staff support roles to ensure strong coordination across competing demands, providing support and training where appropriate.
• Perform other duties as required.

Qualifications

Education: A bachelor’s level degree, or equivalent working experience, is required. An understanding of or interest in international relations, media, fundraising, or human rights is desirable, though demonstrated long-term commitment to executive administration, operations, project coordination/management, or related professional support functions is particularly valued.

Experience: A minimum of five years of working experience is required, including experience supporting Executive-level positions, ideally in international contexts. Demonstrated experience managing projects, coordinating multiple stakeholders, tracking competing priorities, and ensuring follow-through on deadlines and commitments is highly desirable.

Skills

• Prior Executive-level office/administration experience and exceptional organizational skills with meticulous attention to detail.
• Ability to exercise sound judgment in evaluating requests, determining priorities, and aligning the Executive Director's time with organizational priorities.
• Experience managing an Executive-level calendar and planning extensive international and domestic travel.
• Excellent oral and written communication skills in English.
• Excellent interpersonal skills to interact diplomatically with staff and stakeholders, including Board members, donors, media, and government officials.
• Sound judgment and the ability to maintain discretion and respect confidentiality.
• Reliable and resourceful team-player, with the ability to work effectively both independently and with minimal supervision.
• Ability to adapt to competing demands and demonstrate collegiality, consistency, and professionalism.
• Ability to work well under pressure while juggling multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite.
• Experience with information management and online systems, especially Microsoft SharePoint, PowerBI, Asana, and PowerApps, is highly desirable.
• Excellent writing and editing skills; proofreading experience is desirable.
• Demonstrated ability to work successfully with colleagues across multiple global locations and time zones.

HRW is unable to provide work visa sponsorship for this role; candidates must possess valid US work authorization.

Pay

The salary range for this position if based in the US is USD 80,000 – 88,000 plus benefits.