President's Assistant, National Organization for Women, Washington, DC

President's Assistant

Posted on: August 28, 2013
Application deadline: September 5, 2013
Posted by: National Organization for Women

ABOUT THE POSITION

The President's Assistant is responsible for supporting the functions of the office of the President. This position requires excellent time management skills, attention to detail and the ability to communicate effectively across different mediums. The primary functions of this role are administrative, and require the maintenance and management of the President's schedule, making travel arrangements, handling all correspondence and processing expense reimbursements. As the representative of the office of the President, the President's Assistant must be committed to providing a positive experience for potential partners and external parties by being courteous and accommodating through in-person, phone and written communication.

RESPONSIBILITIES

Administrative (70%)

• Maintain the President's calendar by scheduling meetings, coordinating internal and external requests, and making travel arrangements
• Handle all of the President's phone and paper mail correspondence and expense reimbursement reports
• Make copies, scan and send, and file documents
• Assist with project management, including preparing materials for the financial audit and direct mail and fundraising vendors
• Coordinate Executive Committee communication

National Board (10%)

• Assist with forging positive relationships with board members
• Staff board meetings and assist with logistics, including travel information
• Take minutes during board meetings

Data Entry (20%)

• Assist Membership and Field departments with updating the internal database, processing receipts and requests from members

Other duties as assigned

QUALIFICATIONS

• 2-year Associate's Degree in business or nonprofit administration, or previous experience staffing an executive level manager
• Commitment to NOW's mission, purpose and values; knowledge of NOW's structure and involvement in feminist issues a real plus
• Demonstrated ability to meet tight deadlines, work under pressure, handle simultaneous assignments and work within a team setting

Location: National NOW Action Center, 1100 H Street NW, Suite 300, Washington, D.C. (one block from Metro Center). This is an in-house, full-time position in our Washington, D.C., office so please be local to D.C. or willing to relocate. People of color are strongly encouraged to apply.

HOW TO APPLY

Applications will not be considered without all requested information. Please e-mail resume, cover letter stating why you want to work for NOW, one-page writing sample and salary requirement to vpmember@now.org. Subject line should read: Application for President's Assistant – Your Full Name. No phone calls please.

Director of the Office of the President, Center for Reproductive Rights, New York, N

Director of the Office of the President

Posted on: June 26, 2013
Posted by: Center for Reproductive Rights

THE POSITION

The Center for Reproductive Rights (the "Center"), a global human rights organization founded in 1992 with expertise in constitutional and international law, seeks a Director of the Office of the President to be based in its New York City headquarters. This new position will play a central role in helping the President & CEO focus on strategic objectives and external relations as well as facilitate the smooth and effective day-to-day operation of the Office of the President. The Director will oversee Board affairs, and serve as the link between the senior management team and the President, coordinating teams across senior leadership, maintaining awareness of progress towards key priorities and overarching plans across the organization, and keeping the President well informed on a day-to-day basis. The ideal candidate will be both detail-oriented and highly strategic. S/he must be an exceptional project manager, who can build strong working relationships across the organization, as well as train and lead a newly formed team and structure for the Office of the President, which includes a Manager of Scheduling and Associate. S/he will thrive in a fast-paced environment, operating with a cool head, impeccable discretion, and sound judgment.

ORGANIZATION BACKGROUND

The Director will join the team of an innovative and cutting-edge organization committed to promoting the equality, reproductive health, and self-determination of women throughout the world. The Director will have the benefit of the Center's many strengths:

• · A dynamic CEO whose visionary leadership has expanded the organization's scope and tripled its budget in the last decade.
• · A compelling global human rights mission and cutting-edge legal and policy work that has a reputation for quality and excellence.
• · A growing organization that has consistently increased in budget and staff size, program impact, and global presence, with 4 new overseas offices in the last 2 years.
• · Established relationships with and the respect of NGO partners, officeholders, the private bar, opinion leaders, journalists, and academics.
• · An organizational philosophy that values, supports, and has a proven track record of best non-profit management practices.
• · An impressive and engaged Board, strong leadership team and a solid balance sheet.

The Director will be joining the Center at an exciting time for the institution and at a critical time. In 2012, the Center launched a new five-year strategic plan with bold new initiatives to go on the offense and change the discourse and policy landscape, while significantly expanding its capacity with new programing and ambitious fundraising goals.

The Center works across the globe on issues including access to life-saving obstetrics care, contraception, abortion services, and comprehensive sexuality information, as well as the prevention of forced sterilization, child marriage, and FGM. National-level courts, regional human rights courts, and United Nations bodies have increasingly recognized that a woman's right to reproductive autonomy and reproductive healthcare are basic human rights that must be protected. The Center has played a key role in these groundbreaking victories and has built the legal capacity of women's rights advocates in over 50 countries. The Center's groundbreaking litigation and advocacy has transformed how reproductive rights are understood by courts, governments, and human rights bodies, and its undivided focus on reproductive rights has given it unparalleled expertise in the use of constitutional, international and comparative human rights law to hold governments accountable for failing to ensure women's access to critical reproductive healthcare services.

The Center is a not-for-profit 501(c)(3) organization governed by a 20-person board of directors. The Center has a diverse staff of over 110 professionals from around the world. Headquartered in NYC, the Center has offices in Washington, D.C., Nairobi, Kenya, Bogotá, Colombia, Kathmandu, Nepal, and Geneva, Switzerland. Its annual budget is $18.6 million.

The Center is led by President & CEO Nancy Northup, who brings a rich mix of experience in public interest law, government service, and women's rights advocacy. Under her leadership, the Center has expanded its international work, including the launch of an international litigation campaign that has included the first abortion case decided by the U.N. Human Rights Committee and the first case to frame preventable maternal deaths as a human rights violation. She also led the integration of the human rights framework in the Center's U.S. work and the establishment of the Law School Initiative. Before joining the Center in 2003, Ms. Northup served as the founding director of the Democracy Program at the Brennan Center for Justice at NYU Law School; as a prosecutor and Deputy Chief of Appeals in the U.S. Attorney's office for the Southern District of New York; and as a law clerk on the U.S. Court of Appeals for the Fifth Circuit. She has taught constitutional law and human rights as an adjunct professor at NYU and Columbia. She graduated from Brown University and Columbia Law School, where she was a Kent Scholar and managing editor of the Columbia Law Review. A frequent public speaker, Ms. Northup is quoted widely in the national press and has appeared on ABC World News Tonight, CBS Evening News, NBC Nightly News, CNN, FOX News, PBS, MSNBC and NPR.

RESPONSIBILITIES

The Director's main responsibilities will include:

• Coordinate the schedule, planning, and operations of the Office of the President and its interactions with the management team and their departments, the Board of Directors, as well as other key external stakeholders to build relationships and communicate and execute organizational strategy and goals.
• Manage Board affairs, including Board meetings, committees, budget, orientation, annual planning, and ongoing communication.
• In consultation with the General Counsel, ensure compliance with Center bylaws and policies, and identify trends and issues related to board governance in order to follow best practices.
• Ensure an effective process is in place and implemented for the President's internal and external scheduling, including materials, briefings, follow-up, debriefings, and correspondence.
• Ensure that the President's calendar and agenda aligns with organizational and departmental strategy and goals.
• Create and manage Office of the President procedures and guidelines.
• Oversee ongoing management meetings, including setting of the time, the agenda, and the plan of next steps.
• Manage all-staff meetings and special meetings that include the President's attendance. Partner with other divisions for large scale meetings, conferences, events, and awards.
• Manage the Office of the President's administrative staff including Manager of Scheduling, Associate, and interns.
• Prepare and oversee the budget of the Office of the President.
• Undertake special projects as directed by the President.

QUALIFICATIONS

• Significant, high-level management experience, including at least ten years working in project management, preferably in a mission-driven organization.
• Ten years of experience in support of executive/senior managers faced with the challenge of prioritizing their time in a complex, fast-paced environment.
• Gravitas and consummate professionalism to represent the Office of the President internally and externally.
• The knowledge to determine which problems and challenges can be resolved independently and which are to be given the direct attention of the President & CEO.
• Outstanding organizational and administrative skills to effectively juggle and track multiple deadlines, projects, responsibilities, and commitments. Ability to focus on problem solving and system improvement.
• Excellent written and oral communication skills.
• Strong financial management skills appropriate to the oversight of a broad range of projects and event contracts.
• Zealous attention to detail, deadlines and commitments.
• Ability to handle confidential and sensitive matters with the greatest discretion.
• Unflappable when confronted by difficult situations and shifting priorities.
• Strong interpersonal skills to work effectively with senior managers and fellow staff to support objectives of the President's Office.
• A sense of urgency and commitment to excellence.
• Proficiency in MS Office applications.
• Bachelor's degree required; Master's degree preferred.
• Commitment to reproductive rights and human rights.

HOW TO APPLY

Please send a cover letter and resume to resumes@reprorights.org, and indicate "Director of the OOP, Last name and Code 190 in the subject line." The cover letter and resume should be sent as attachments.

The Center for Reproductive Rights is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates from all groups and communities to apply.

Administrative Manager, Planned Parenthood, New York, NY

Administrative Manager, Office of the President & Board Affairs

Posted on: May 30, 2013
Posted by: Planned Parenthood Federation of America NY/DC

DESCRIPTION

The Administrative Manager, Board Affairs & Office of the President will partner with the Director, Office of the President (OOP) and Manager, Board Affairs to oversee the daily prioritization and execution of daily operations of the OOP and Board Affairs, and will provide administrative support to the President.
The Administrative Manager will ensure the follow-through of the President’s commitments and daily tasks, and will support the Office of the President (OOP) in executing organizational strategic goals and initiatives by providing professional administrative support, and managing day to day operations.

PRIMARY FUNCTION

The Administrative Manager will be responsible for providing administrative, staffing and logistical support for all OOP office operations and PPFA/PPAF Board of Directors meetings and affairs throughout the year. The Administrative Manager will coordinate with the Director, OOP and Manager, Board Affairs as well as other departments, to manage correspondence work flow, provide professional administrative support, and manage day to day operations for the Office of the President.

The Administrative Manager will be responsible for supporting and collaborating with the Director, OOP regarding the design and implementation of OOP office operations including optimizing systems, pay orders, time sheets, contracts, Travel & Expense Reports (TER’s), supply management & file management. 
The Administrative Manager will also assist as needed for larger scale meetings, special events and conferences.

DUTIES & RESPONSIBILITIES

1. Manages all correspondence for the President.  Develops and maintains work flow processes to ensure that correspondence is composed, edited and proofread for signing by the President or other surrogates. Correspondence may include memos, proactive letters of congratulations or thanks, and emails. Coordinates with other departments such as Development, Government Relations, Communications and others as needed.
2. Partners with the Director, OOP on proactive action lists for the president; partner with and support the Scheduler to ensure that comprehensive, accurate and timely materials are provided and organized for the President on a daily basis.
3. Coordinates all OOP office operations including optimizing systems, budgeting, contracts, pay orders, TER’s, Effort Reports, incoming and outgoing mail, and supplies. Create new systems to ensure proper workflow and efficiencies.
4. In partnership with and under the direction of the Manager, Board Affairs, plans and executes the logistics of all Board of Directors meetings and affiliated activities throughout the year. This includes handling travel arrangements for board members, contract, organizing materials and mailings, coordinating with IT and vendors, and completing related TERs and other administrative paperwork.
5. Serves as point-person for daily IT needs for the OOP, Physical Plant & Infrastructure issues/work.  Serves as liaison with department heads from Facilities and IT.
6. Supports the Director, OOP and team in providing logistical support for all-staff meetings, other special large scale meetings, conferences and awards.
7. Maintains up to date and accurate contact lists for both the OOP and Board Affairs, generates reports as needed; responsible for maintaining the general OOP as well as Board Affairs email inbox and calendar
8. Receives and screens phone calls and assist with issues in their primary stages whenever possible. Works with OOP team to make sure all callers receive initial responses within 2 hours and for more complex calls, appropriate responses within reasonable time frames.
9. Provides other administrative duties that include but are not limited to mailings, copying, collating, and organizing reports and other materials.
10. Provides additional administrative support to the Director, OOP and the Manager, Board Affairs as needed.
11. Completes special projects as required.

POSITION REQUIREMENTS

Education: Bachelor’s degree.  Additional professional training is preferred.
Experience:  Three to four years of related, progressively responsible work experience, including special/executive assistant, advance and/or administrative experience. 
Campaign, political and/or not-for-profit management experience is preferred.
 By-laws, governance and board management also highly preferred.
Related Skills or Knowledge: 

• Detail oriented with excellent project management skills, ability to handle multiple projects and tasks, often in a fast paced environment.
• Excellent written communication skills – ability to craft high-level correspondence, emails and memos.
• Ability to see and understand the big picture and translate into daily action lists, correspondence, and vigilant follow-up.
• Team player with strong interpersonal skills.
• Ability to work closely (one on one) with President and senior staff.
• Self-starter with a high level of creative initiative.
• Unflappable in face of crisis or high stress situations.

Other Requirements: Briefly describe any other requirements or physical demands not indicated elsewhere.

• Knowledge of diverse groups, working with a multicultural workforce, and sensitivity and appreciation to cultural differences is essential.
• This position will need to respond to the needs of a fast-paced operation which requires after-hours availability.

HOW TO APPLY

For a full position description and to apply, please visit http://bit.ly/12dPgT9

Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment. Planned Parenthood of America does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, or any other characteristic protected by applicable law. Planned Parenthood Federation of America is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.

Executive Coordinator & Board Liaison, Ms. Foundation for Women, Brooklyn, NY

Executive Coordinator and Board Liaison

Posted on: April 29, 2013
Posted by: Ms. Foundation for Women

DESCRIPTION

The Ms. Foundation for Women seeks a dynamic Executive Coordinator and Board Liaison who will serve as the "gatekeeper" of the President and CEO's Office and will manage schedules and communications with internal and external parties. In particular, s/he will be the point person for the Board of Directors and will facilitate effective and efficient communication between the Board of Directors, President and CEO, and Foundation staff. This position will report to the President and Chief Executive Officer (CEO).

KEY AREAS OF RESPONSIBILITY

President and CEO's Office Administration

• Manage the schedule of the President and CEO;
• Coordinate meetings via telephone, videoconference, and in-person;
• Prepare travel arrangements and itineraries for the President and CEO including hotel, flights, ground transportation;
• Keep the office of the President and CEO organized and operating effectively and efficiently through the development and maintenance of paper and electronic filing systems;
• Facilitate the tracking and signing of all documents executed by the President and CEO;
• Screen President and CEO's phone calls and determine and execute their proper handling;
• Assist in the creation of Power Point presentations, reports and other documents as needed;
• Assist in the coordination of regular Executive Team, Senior Management and cross-departmental team meetings; prepare agendas, notes and minutes as requested;
• Coordinate logistics for visitors to the office including: hotel, transportation, meeting space, meals, etc.;
• Prepare expense reports for the President and CEO and process payment of all President and CEO Office invoices;
• Coordinate with Development, Communication and Human Resources staff to maintain up-to-date partner contact information;
• Liaise with Executive Team, Senior Management and other staff to facilitate cross-departmental information sharing;
• Create monthly organization-wide metric reports in close coordination with the Executive Team, Directors of Human Resources and Information Technology, and Manager, Operations and Human Resources;
• Conduct and report findings on basic research, as required by the President and CEO.

Board Liaison

Board Engagement

• Coordinate logistics for all Board meetings;
• Work closely with the Executive Team and Senior Management to provide substantive organizational updates to the Board prior to each meeting;
• Coordinate with the Marketing & Communications and Development teams to arrange Board member participation in special events, such as dinners, networking events, and speaking opportunities; and
• Coordinate Board visits to the Ms. Foundation office.

Board Committees

• Coordinate with Committee chairs and Senior Management to schedule regular Committee meetings and distribute materials; and
• Attend Committee meetings and assist in the drafting of minutes, as needed.

Board Orientation

• Develop and maintain the Board Orientation manual; update orientation materials as necessary, and distribute to incoming Board members as they are selected; and
• Serve as the point person for new Board member orientation.

Communication

• Carry out the communications for several Board Meetings per year as well as all Board Committee Meetings.

Information Sharing

• Create monthly programmatic updates for the Board;
• Periodically send news articles and/or press releases that merit the Board's review; and
• Facilitate coordinated and streamlined communications between Board and staff.

Record Keeping

• Maintain all details related to the Board of Directors, including contact information, biographies, bylaws, meeting materials, and terms of service.

QUALIFICATIONS AND REQUIREMENTS

• Bachelor's degree in English, Communication, or Business Administration required.
• At least five years of high level/executive administrative support or other relevant experience.
• Demonstrated communication skills including excellent oral and written English language skills and ability to communicate ideas effectively.
• Demonstrated organizational skills, ability to organize and prioritize workload, track assignments and provide organizational support for high level executive.
• Ability to successfully execute multiple, simultaneous projects on tight timelines with quality results.
• Ability to work both independently and collaboratively.
• Advanced computer skills including Microsoft Excel, Word and PowerPoint.
• Ability to multitask and problem solve.
• Ability to interact effectively with a variety of people at different levels in a diverse and multi-cultural environment.
• Excellent interpersonal skills.
• Must possess a commitment to the mission and values of the Ms. Foundation for Women and an interest in social justice and women's issues.

HOW TO APPLY

Please submit a cover letter with salary requirements and your résumé to Human Resources at http://forwomen.org/content/5/en/

Please, no follow-up phone calls or faxes. We regret that it is not possible to communicate with candidates except those who most closely match our requirements. Thank you.

The Ms. Foundation for Women is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.