Accountable for day to day decisions around execution of job. Organizes self to get things done. May exercise independent judgment and discretion on operational matters related to specific tasks. Requires supervision to review work progress and results. There are general policies and procedures covering routine tasks. Keeps manager informed of important issues. Builds effective relationships within their immediate or peer workgroup.
Manage Operations (60%)
- Oversee extremely busy calendar, schedule meetings considering international time zones, arrange WebEx /conference calls, prepare presentations and talking points and take minutes as necessary. Exceptional follow-through to completion essential.
- Manage contact information for various networks and journalists.
- Submit and approve senior leadership expense reports, timesheets, purchase orders, and travel requests.
Manage Marketing & Communications Board Committee (15%)
- Effectively manage Board committee, senior leadership & senior management operations/relations including database, maintaining email distribution lists, correspondence, meeting management, background briefings
Confidentially maintain organization of Communications Budget and records (15%)
Special projects and event planning (10%)
Provide assistance with logistic management and procurement needs for off-site events, VIP field visits, conferences, and retreats as requested.
- Through collaboration with Head of Communications, create annual executive budget and reforecast budgets
- Assist with personnel and performance management record keeping, senior leadership onboarding, and posting job requisitions.
- Organize and update files associated with strategic planning, SMT projects, and annual calendar
- Minimum 3-4 years’ experience in administrative assistant capacity.
- Competence with all Microsoft applications (Word, Outlook, PowerPoint, Excel, etc.)
- Strong organizational and coordination skills; attention to detail a must
- Excellent interpersonal and communication skills (written and verbal) and teamwork orientation
- Ability to handle multiple tasks simultaneously, prioritize, and work independently
- Proven ability to handle extremely sensitive, confidential information
- Knowledge of additional office skills (video conferencing, live meeting set-up, etc.)
- Project management and for special projects, initiative to learn and quickly become proficient with new systems, policies, and processes
- Meaningful work, with a knowledge that you are changing the lives of children all around the world
- A family friendly work environment
- Highly collaborative and innovative teams
- Generous paid vacation days, holidays, family leave days, and sick time
- Healthcare plans including medical, dental, and life insurance
- Retirement savings account with matching company contributions
- Structured and formalized management development and coaching programs for mid and senior level managers
- Extensive e-learning opportunities on a variety of topics offered through our affiliation with several prestigious universities and with the American Management Association, as well as language learning opportunities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.