The Senior Leadership Coordinator, FP2020 reports to the Chief of Staff, FP2020 and works in support of the Executive Director, FP2020 and Managing Director, FP2020. The Senior Leadership Coordinator, FP2020 will provide additional administrative support as needed within the Secretariat, throughout the Foundation, and with external parties.
The Senior Leadership Coordinator, FP2020 is responsible for coordinating administrative services for the Executive Director, FP2020 and Managing Director, FP2020 and additional needs as supervised by the Chief of Staff, FP2020.
- Manage email and postage correspondence and organize daily based on urgency/priority.
- Create and maintain filing system for all documents, including talking points, business contacts, events and materials.
- Under the supervision of the Chief of Staff, FP2020 draft the Executive Director, FP2020’s daily priority list.
- Prepare monthly corporate credit card and expense reports.
- Work with Finance/Grants Department to process bills and invoices.
- Additional duties as assigned.
Support to the Managing Director:
- Manage scheduling and calendar, meeting set up and logistics, and ensure appropriate follow-up after events.
- Coordinate travel arrangements (including preparing travel authorizations, travel advance requests, travel reimbursements, booking transportation and lodging, tracking visas and immunizations, and travel binders).
- Manage email and postage correspondence and organize based on urgency/priority.
- Create and maintain filing system for all documents, including talking points, business contacts, events and materials.
- Prepare monthly corporate credit card and expense reports.
- Work with Finance/Grants Department to process bills and invoices.
- Additional duties as assigned.
Support to the Secretariat:
- Under guidance from the Chief of Staff, FP2020, assist the Secretariat in conducting research, drafting, and producing materials as needed; responsible for note-taking and ensuring proper meeting follow up when applicable.
- Collate weekly team updates for Secretariat’s review.
- Lead on coordination of team bi-weekly check-in agenda with the Secretariat and oversee Intern’s execution of notes when applicable. Support the day-of management of meetings and events alongside respective team members, as needed (e.g., catering, room-set up, location coordination).
- Collaborate with Coordinators to execute cross-team logistical support for larger international meetings and events (e.g., ICFP, Focal Point Workshops, Women Deliver, and Reference Group meetings).
- Under the guidance of the Chief of Staff, FP2020, liaise and collaborate with junior-level staff, including Coordinators, and Associates, to ensure cross-team information sharing and coordination.
- Under the guidance of the Chief of Staff, oversee FP2020’s internship program.
- Create and maintain FP2020 calendar and gather updates for the UN Foundation calendar.
- Administer FP2020 Team Travelers WhatsApp Group.
- Assist the Chief of Staff as needed.
- Additional duties as assigned.
- Ability to manage multiple and changing priorities.
- Strong attention to detail and demonstrated excellence working in a fast-paced environment.
- Proactive, self-starter who works to anticipate needs as understanding and responsibilities grow with time on the job
- Very strong organizational and multitasking skills.
- Strong professional interpersonal skills and diplomacy.
- Ability to work independently as well as member of a team.
- Sense of humor.
- Fluency in English essential; additional fluency in French preferred.
- Proficiency in Microsoft Office Suite to include Outlook, Word, Excel, and PowerPoint. Desired proficiency in One Note, Smartsheet, Indesign and Photoshop, as well as strong familiarity with Google Docs.
- One to three years of administrative experience.
- Excellent verbal and written communication skills required.
- Interest, knowledge or experience in women’s human rights, public health, international affairs, or closely related international development field.
- Ability to meet regular attendance/tardiness policy.
- Ability to work under pressure and handle stress.
The United Nations Foundation offers an excellent range of benefits for full-time employees including: a choice of two health plans through CareFirst (PPO or HDHP). dental insurance, vision discounts, life insurance, supplemental life insurance, short-term disability, long-term disability, long-term care insurance, health club discounts, commuter benefits, employee assistance program and Warby Parker discounts.
12 Paid holidays, 4 weeks of vacation, 10 sick days, 3 personal days and 8 weeks of parental leave (mother or father). Access to the UNFCU Credit Union, 150% match on our 403b retirement plan, Flexible spending accounts, health savings accounts and discounted Zipcar membership.