The Administrative and Operations Associate, Public Affairs, provides administrative support to the Chief Communications Officer with specific responsibility for scheduling and travel planning; administrative support to the Public Affairs team; and operations support; under the supervision of the Senior Manager, Strategy & Operations and in close coordination with the Senior Associate, Business Services & Special Initiatives.
Areas of Responsibility:
- Coordinate the calendar of the Chief Communications Officer to ensure that meetings are properly organized; prepare participants by disseminating the appropriate agenda and creating briefings when needed.
- Manage all aspects of travel arrangements for the Chief Communications Officer in a timely and detailed manner (i.e., preparing appropriate forms for travel approval, making all air, hotel, and ground transportation arrangements, scheduling meetings when needed), including providing detailed itineraries.
- Prepare travel and expense reimbursements and expense reports for the Chief Communications Officer.
- Write, review, and edit materials, such as communication with partners, internal and external memos, correspondence, and briefings, and operational documents as required by senior leadership of the Public Affairs team.
- Help coordinate calendars and organize meetings for the Public Affairs team and/or meetings with external vendors/partners.
- Take thorough meeting notes and disseminate as required.
- Manage incoming and outgoing correspondence for the department’s executive team and ensure that all correspondence is opened on a daily basis, distributed as appropriate, and items are tracked for follow up by appropriate staff.
- Conduct research as needed for members of the department’s executive team.
- Organize and maintain hard electronic files for the department’s executive team as needed.
- Maintain and order supplies and marketing materials for the Communications team.
- Plan meetings and special events, including ordering supplies and catering as needed, and staffing special events as needed.
- Process department invoices and payment requests under the close supervision of the Senior Associate, Business Services & Special Initiatives.
- Draft Letters of Invites (LOIs) as assigned, under the close supervision of the Senior Associate, Business Services & Special Initiatives.
- Assist with other aspects of the Public Affairs operations team including master calendar support, external vendor and partner correspondence, and internal communication with other teams at the UN Foundation.
- Other duties as assigned.
Educational Background:
College degree preferred.
Skills/Experience:
- One to two years of experience in professional office environment expected.
- Administrative, secretarial, or operations experience preferred.
- Excellent verbal and written communications skills required.
- Strong research skills required.
- Proficiency in Microsoft Office Suite required, including Outlook, Word, Excel, and Power Point.
- Experience with confidentiality.
- Strong attention to detail.
- Customer service orientation.
- Demonstrated ability to manage multiple completing priorities.
- Excellent organizational skills.
- Ability to work independently; ability to work as part of a team.
- Dependable and consistent.
- Punctual and professional.
- Ability to meet regular attendance/tardiness policy.
- Ability to work under pressure and handle stress.
Compensation/Benefits:
For full-time, benefit eligible employees, UNF offers an excellent range of benefits, including:
- A choice of two health plans through CareFirst (PPO or HDHP with HSA),
- dental insurance,
- vision discounts,
- flexible spending accounts,
- 403b retirement savings plan with a generous matching contribution,
- group term and supplemental life insurance,
- short-term disability,
- long-term disability,
- health club discounts,
- commuter benefits, and
- employee assistance program.
Additionally, all benefit eligible employees have 12 paid holidays, 20 vacation days, 10 sick days, 3 personal days, and 8 weeks of parental leave.
Job Function:
Organization Info
Listing Stats
Post Date:
Feb 24 2019
Active Until:
Mar 24 2019
Hiring Organization:
United Nations Foundation
industry:
Nonprofit