The Business Operations team is the administrative hub for DIAL’s fast moving, global, tech oriented team and ensures a clear alignment among strategy, program operations, financial management, talent management and impact. The Administrative Coordinator will play an important role in fostering sound team management and as assistant to the CEO. If you want to apply your administration skills in an environment that is working to advance an inclusive digital society, then this may be the right fight for you.
Assistant to the CEO (50%)
- Support the executive team in the execution of plans and priorities within DIAL, facilitating program coordination, and orchestrating the flow of team communication and assignments.
- Lead all administrative tasks and execute or delegate as needed, including scheduling, event and meeting planning, and travel preparation for all team members.
- Ensure all DIAL milestones are planned for appropriately, and each team member is aware of their roles, deadlines and deliverables.
- Manage incoming and outgoing correspondence for the CEO and ensure that all correspondence is opened daily, distributed as appropriate, and items are tracked for follow up by appropriate staff.
- Support external meetings, including with DIAL’s Board of Directors
- Managed expenses for the CEO
Team Operations (50%)
- Manage the calendars for the executive team to ensure that meetings are properly organized, prepare participants by setting the appropriate agenda and creating briefings as appropriate; ensure the executive team is prepared for meetings by coordinating with staff so that required materials are received in advance.
- Coordinate team calendars to ensure availability for staff and program meetings and other activities as directed; maintain teamwide calendar
- Maintain awareness of supported staff activities to expedite requests for information, appointments, and coordination of staff members.
- Assist tracking staff vacation, absences, and travel
- Schedule and organize engaging team meetings
- Administer teamwide tools such as Slack, Dropbox and Salesforce
- Support teamwide activities including ordering meals, arranging rooms and greeting guests
- Support ad hoc research projects, as necessary
- At least 3 years' administrative experience, preferably in an executive office.
- Independent judgment, and execution of operational functions.
- Experience booking travel, organizing group meetings, following expense guidelines and tracking expenses
- Knowledge of the international nonprofit sector is desirable.
- Excellent verbal and written communication skills, including strong drafting ability and attention to detail, required.
- Knowledge of and experience with MS Office Suite (Word, Excel, Outlook, PowerPoint). Willingness to learn new software tools as needed.
- Ability to communicate professionally with internal and external parties.
- Ability to maintain confidentiality when needed.
- Demonstrated ability to prioritize multiple, competing priorities in a fast-paced environment within limited timeframes.
- Ability to work independently as well as a member of a team, and the ability to take initiative;
- 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.