Executive Officer

Executive Officer

Duty Station: Chicago, USA

Type of employment: Full-time

Duration of contract: 12 months with possible extension

Work model: Hybrid – combines work in the office and remote work

Line Manager: Country Representative USA

Monthly Gross Salary: 2,900 – 3,400 USD
 

About People in Need

People in Need (PIN) is a Czech-based international non-governmental organization (NGO) that has been providing humanitarian and development assistance worldwide since 1992. Today, PIN operates in more than 40 countries, responding to humanitarian crises and supporting long-term development through programmes in education, human rights, climate resilience, and social inclusion. As one of the largest organizations of its kind in Central and Eastern Europe, PIN works across Asia, Africa, the Middle East, and Eastern Europe to support vulnerable communities, strengthen civil society, and promote democratic values and human dignity.

The Role

The Executive Officer is a key member of the organization, combining responsibility for day-to-day financial and operational administration with high-level executive support and organizational coordination. The role includes independent responsibility for operations, hands-on accounting, financial reporting, compliance coordination, governance administration, and support for donor and partner engagement.
The Executive Officer will help translate organizational priorities into timely action, maintain reliable financial records, and ensure that reporting and compliance requirements are kept on track. The role works closely with senior leadership, PIN finance and support teams, and external accounting and legal advisers, seeking specialist guidance where needed.
This is a hands-on role within a dynamic and evolving environment. Some days will focus on preparing meeting briefs and governance materials, coordinating events, supporting communication and engagement with donors and partners, researching prospective funding opportunities, maintaining stakeholder engagement pipelines, or managing travel and other organizational priorities. Other days will involve accounting, budget monitoring reports, compliance checks, financial reporting, or audit preparation. The successful candidate must be comfortable moving between detailed financial and administrative work and higher-level coordination, while maintaining accuracy and confidentiality, exercising sound judgment, and proactively identifying what needs to happen next.

Finance and Administration

•    Manage day-to-day financial, accounting, and reporting processes, coordinating with PIN finance colleagues and external advisers as needed.
•    Maintain accurate, timely and complete accounting records, verifying supporting documentation, and resolving discrepancies as they arise.
•    Prepare regular budget monitoring reports, comparing actual income and expenditure against approved budgets, and highlighting significant variances.
•    Coordinate tax and regulatory filings and payments, working with external advisers and authorized signatories to ensure timely, compliant submission.
•    Oversee compliance of financial transactions and documentation with internal procedures and applicable donor requirements, following up on identified issues.
•    Serve as the main point of contact for internal and external audits, coordinating supporting documentation and tracking follow-up actions.
•    Maintain an organized and up-to-date archive of financial and compliance records.
•    Support the development and implementation of organizational policies and procedures in coordination with senior leadership and relevant advisers.
•    Provide day-to-day office administration and support recruitment and other human resources processes.

Executive and Strategic Coordination
•    Manage senior leadership priorities and calendars, including deadlines, internal and external meetings, travel, and preparation time; anticipate conflicts and recommend solutions based on organizational priorities.
•    Serve as a trusted point of coordination, screening and prioritizing requests, ensuring time-sensitive matters are surfaced, and maintaining discretion with confidential or sensitive information.
•    Prepare senior leadership for meetings with donors, institutional partners, government representatives, foundations, private-sector stakeholders, high-net-worth individuals, media representatives, and other stakeholders.
•    Maintain a disciplined follow-through system for decisions, commitments, deadlines, and action items; coordinate responsible parties and escalate risks or delays early.
•    Coordinate domestic and international travel and related logistics, itineraries, approvals, and expense reconciliation, resolving problems before and during travel when necessary.
•    Coordinate external outreach and follow-up for senior leadership and key organizational representatives, including meeting requests, tailored background materials, thank-you correspondence, introductions, and next-step communications.
•    Conduct targeted prospect and partner research and synthesize findings into practical recommendations, briefing notes, and prioritized outreach lists.
•    Support fundraising and partnership development through drafting and coordinating concept notes, proposals, donor updates, stewardship materials, presentations, and reporting inputs in collaboration with PIN technical and program teams.

Governance and Stakeholder Coordination
•    Coordinate the annual governance and leadership calendar and all relevant meetings, including scheduling, required notices, draft agendas, board packets, logistics, minutes, resolutions, and post-meeting action tracking.
•    Maintain complete and orderly governance records, including policies, resolutions, meeting materials, conflict-of-interest disclosures, signature files, stakeholder records, and approved minutes.
•    Track key organizational and compliance deadlines in coordination with senior leadership, legal counsel, finance colleagues, relevant support departments, and other stakeholders; obtain required information and keep filings, approvals, and reporting requirements on track.

 

Qualifications

Required
•    Education and experience: A college degree and at least 2 years of professional experience.
•    Finance and accounting: Ability to independently manage routine accounting processes, verify financial records and supporting documentation, prepare budget monitoring reports, and coordinate with external accountants and auditors. Sound judgment in identifying issues that require specialist advice or management approval.
•    Communication: excellent written and verbal English, with the ability to research unfamiliar topics and produce concise, polished correspondence, briefs, presentations, and meeting records.
•    Project and event management: a record of organizing complex meetings, events, travel, or cross-functional projects involving multiple internal and external parties.
•    Systems fluency: strong proficiency with Microsoft 365 and confidence learning collaboration, project-management, finance, email-marketing, and constituent-relationship systems.
•    Working requirements: authorization to work in the United States, ability to work regularly in Chicago, and availability for occasional evening or weekend events and domestic or international travel.

Preferred
•    Sector experience in an international NGO, humanitarian, development, human rights, democracy, philanthropy, public affairs, or mission-driven nonprofit environment.
•    Exposure to fundraising or partnership development, including prospect research, donor stewardship, proposal coordination, or relationship-pipeline management.
•    Cross-cultural collaboration experience with distributed international teams; proficiency in an additional language is welcome.

 

We Offer

  • Background and professionalism of the largest Czech non-governmental organization;
  • Salary based on PIN’s salary scale and HR policies; expected salary range between 2,900 – 3,400 USD super gross (based on experience);

Equipment and Workspace:

  • Laptop (also for personal use)
  • Mobile phone with a company tarif
  • Interesting and creative work in an international environment
  • Flexibility with occasional home-office;
  • Open and informal organizational culture and interesting work in an international environment;
  • On-site child care club located on the ground floor of our building;

Time off and Rest:

  • 25 days of annual leave;
  • 3 days of sick leave

 Proffesional Development:

  • Free access to e-learning platforms and PIN Learning Hub
  • PIN´s global Induction Training
  • Tailored capacity-building opportunities
  • Internal webinars support contiunuous growth and personal imrpovement;
  • Psychological consultations and coaching provided;

 Additional Benefits:

  • Opportunity to participate in events organized by PIN, including One World International Film Festival, knowledge-sharing sessions etc.

How to apply

If you are interested in this position, send us your CV and short cover letter via our application form. Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.


People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.
We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.