Program Assistant, International Women's Health Coalition, New York, NY

Program Assistant

Posted on: September 17, 2014
Posted by: International Women's Health Coalition

• Provide administrative and programmatic assistance to two programs: Strengthening International Partnerships (SIP) (60%) and Learning, Monitoring and Evaluation (LME) (40%).

DUTIES & RESPONSIBILITIES

Program Support

• Backstop SIP and LME staff to support and strengthen the programmatic efforts of our partner organizations working in sexual and reproductive health and rights (SRHR), as well as program learning through documentation and evaluation.
• Assist with the preparation of annual budgets and work plans for the SIP and LME programs.
• Assist in tracking grant-making activity and conducting administrative follow-up, including: monitoring expenditures and preparing grant payments and fund transfers; ensuring that the Finance Department has necessary information on grantees; helping to draft, edit and process grant justification memos and grant award letters; and ensuring that grant documentation is in order and that information is entered into the grant database.
• Monitor, collect and disseminate information (from technical publications to social media) on IWHC's countries of operation and thematic areas. Review and analyze briefs, policy documents, and other publications through the lens of sexual and reproductive rights and health of women and young people.
• Assist in the collection and compilation of partners' outcomes and indicators to prepare SIP's monitoring and evaluation tools and prepare reports for quarterly meetings.
• Assist in organizing special meetings or convenings, set up and implement necessary systems, manage logistics, take notes and provide other support.
• Conduct research for and assist with drafting IWHC publications, articles, speeches, factsheets, reports, and media work.
• Research professional journals and other publications and document opportunities and requirements for publishing articles by IWHC staff and partners.
• Help to coordinate internal program-wide monitoring and evaluation system, including updating tracking tools and organizing meetings.
• Track and disseminate opportunities for IWHC participation in conferences and events.
• Monitor partners' social media and liaise with Communications staff to promote partners' work and ensure the programmatic sections of the website are up-to-date and that new materials and reports are posted.
• Work with Development staff to provide information for donor proposals and reports.
• Assist visiting international colleagues with interpretation and translate written documents.

Administrative Support

• Handle routine telephone and email communications, including with colleagues overseas.
• Arrange travel and accommodations for staff and for relevant colleagues, including assistance in obtaining visas, outlining itineraries, sending advance materials, etc.
• Assist in maintaining the calendars of program staff and scheduling appointments and calls.
• Manage expense reports and payment requests and help to monitor program spending.
• Manage and maintain relevant portions of IWHC grantmaking database and accurate and organized file systems.
• General office administrative tasks, including, but not limited to, responding to incoming calls and requests from the general public, faxing, photocopying, filing, etc.
• Provide administrative backup to other program assistants as needed to cover vacations or big projects.

• Perform other duties as assigned.

QUALIFICATIONS

• Passion for IWHC's mission and a strong commitment to sexual and reproductive rights and health, human rights, and gender equality.
• B.A. and one to two years work experience required; budgeting and grants administration experience desirable. Monitoring and evaluation experience a plus.
• Excellent written, verbal, organizational and analytical skills.
• Fluent written and spoken English; high proficiency (written and spoken) in Spanish, Portuguese and/or French required.
• Excellent computer and administrative skills, including proficiency with Microsoft Office and internet research. Experience with MicroEdge GIFTS a plus.
• Excellent listening and communications skills, with sensitivity to cultural communication differences and the ability to communicate directly and effectively with others.
• Detail-orientated with the ability to meet deadlines, manage competing priorities, and work cooperatively, effectively and accurately under pressure.
• Comfortable reporting to two supervisors, communicating competing priorities and working with supervisors to develop a workflow that meets the needs of both programs.
• A high level of self-motivation and ease at taking initiative and working independently.
• Ability to show discretion and handle confidential issues.
• Exceptional interpersonal skills and team spirit.
• Pleasant, mature and diplomatic manner and disposition.
• Willingness to work long hours, including occasional weekends, as needed.

HOW TO APPLY

Send cover letter (including ref. #PA0914 and salary requirements) and resume to: Liisa Sweet-Korpivaara @ fax 212-979-9009, or via email (in MS Word) to:recruitment@iwhc.org

Executive Assistant - Equality & Culture Project, UltraViolet

Executive Assistant - Equality & Culture Project

Posted on: August 19, 2014
Application deadline: September 1, 2014
Posted by: UltraViolet

UltraViolet is an online community of women and men fighting to expand women's rights and combat sexism everywhere—from politics and government to media and pop culture. We're looking for an Executive Assistant to support our Equality & Culture Project in schedule management, presentation preparation, human resources administration, logistics coordination, and other duties as needed.

With over 500,000 members across every state and congressional district, we make our voices heard to further the cause of full equality, empower women, and fight attacks on women's rights. Since our launch in early 2012, millions have spoken out in favor of fair pay, equal representation, and health care, and protested against far-right attempts to control women's health and lives. We've successfully campaigned to have Facebook add the first woman to its corporate board, got over a hundred advertisers to drop the Rush Limbaugh show, pushed Reebok to withdraw its sponsorship of rapper Rick Ross due to his sexually violent lyrics, and forced the architect of the Komen Foundation's decision to defund Planned Parenthood to resign.

Equality at a higher frequency is what we're all about.

THE POSITION

The UltraViolet Executive Assistant would work closely with the Campaign Director and staff of UltraViolet's Equality & Culture Project to ensure that the daily operations of the project run smoothly. The person in this position would be charged with ensuring timely and efficient management of the Campaign Director and key staff's schedules, including interactions with donors and foundations, political leaders, and nonprofit allies. The Executive Assistant will manage travel and financial reimbursements, prep background materials for important meetings, assist in logistics arrangements for events, and be a resource to key project staff.

We are a fast-growing, fast-moving organization looking for someone to help keep us on track. If you're comfortable managing up, tracking dozens of minute details simultaneously, and have a passion for women's rights, this is the job for you.

The Executive Assistant will report to the Campaign Director, Equality & Culture Project.

RESPONSIBILITIES

Schedule Management:

• Schedule and arrange meetings and activities for the Campaign Director and key staff
• Prepare background materials on upcoming meetings for the Campaign Director as needed

Meeting & Event Logistics:

• Coordinate schedules, arrange conference lines, and handle all logistics for in-person meetings on behalf of the Campaign Director and key staff
• Coordinate logistics for in person or phone/videoconference meetings among Project staff as necessary
• Prepare briefings and documents before meetings as necessary
• Coordinate logistics, including vendor contracts, for project events across the country

Travel Logistics:

• Handle travel arrangements for the Campaign Director; assist other Project staff with travel arrangements as needed
• Manage expense reimbursement requests for the Campaign Director; assist other staff with reimbursement requests as needed

Staff Support

• Develop reports and presentations in Microsoft Excel, PowerPoint, and Word as requested
• Handle office needs such as printing and mailing documents, purchasing office supplies, and more

QUALIFICATIONS

The ideal candidate is detail-oriented, comfortable juggling multiple tasks, excited to work in a fast-paced environment, and able to work both independently and take direction. A professional demeanor and comfort interacting with people in positions of power, including partner organizations and donors, is crucial, as is the ability to manage up. Strong writing skills and experience gathering and synthesizing important background information are a must. A sense of humor and ability to work with our small and growing team is a must. Specific qualifications include:

• At least two years experience in a role providing administrative support
• An extremely detail-oriented nature
• A self-starter who can work independently, but who is also able to take direction and run with it
• Flexibility, including the ability to provide evening or weekend support as needed
• Expertise at Microsoft Office Suite (especially PowerPoint and Excel) as well as Google Documents
• A high degree of professionalism and tact, as well as a respect for confidential and sensitive and information
• The ability to proactively anticipate needs and plan at a moment's notice
• Strong analytical and problem-solving skills
• Comfort with a virtual office.
• Knowledge about political and cultural issues related to women's issues is a plus
• Familiarity with HTML and Photoshop (or similar programs) is a plus

HOW TO APPLY

http://ultraviolet.theresumator.com/apply/8CzfYN/Executive-Assistant-Equality-And-Culture-Project.html

Contact — Send your resume, a cover letter, and 3 references

Timing — The application deadline is September 1st

Location — Flexible.

Salary — Commensurate with experience and skills. Competitive benefits package.

UltraViolet is an equal opportunity employer that values diversity as central to our work serving underrepresented communities, and we encourage candidates from a wide range of backgrounds to apply.

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.

Executive Administrative Assistant to CEO, Alternatives for Girls, Detroit, MI

Executive Administrative Assistant to CEO

Posted on: July 1, 2013
Posted by: Alternatives for Girls

QUALIFICATIONS

Bachelor's degree in business administration or related field and 5 years of administrative work experience required. Proficiency using MS Word, Outlook, Excel, database maintenance, and internet usage required. Effective reasoning, verbal and written communication skills required. Must possess interpersonal skills sufficient to effectively communicate with Board of Trustees, staff and public. Project management experience a plus. Valid Michigan driver's license required.

ESSENTIAL DUTIES

1. Provide confidential administrative support to CEO in the ongoing operations of the executive office, performing duties assigned, including processing confidential correspondence, reports, scheduling appointments, etc.

2. Coordinate, prepare and distribute materials for the board of directors and select board committees, such as meeting notices, meeting minutes, agenda and supporting information; host and coordinate meetings.

3. Organize and maintain CEO's files and organizational archive files.

4. Coordinate travel arrangements for administrative staff as needed.

5. Handle CEO communications, including mail processing, answer telephone inquiries route calls, mail, and e-mail as appropriate.

6. Staff and/or serve on agency and board committees as assigned.

7. Coordinate CEO's schedule using MS Outlook; set, confirm, reschedule appointments as needed, provide necessary documents to CEO in advance of meetings, etc.

WORKING CONDITIONS

1. Work involves sitting for 70% of work time. Ability to stoop and bend to file records.
2. Must have reliable transportation and good driving record, as driving errands are sometimes required.
3. Position involves the ability to work flexible schedule including weekends, evenings and early morning.

Employment type: Full time

Salary details: 15.00 - 17.92 Hourly depending on experience

Benefits: Generous benefit package

HOW TO APPLY

Please send resumes to:
Stacey Elliott, Human Resource Manager
903 W. Grand Blvd
Detroit, MI 48208
E-Mail: humanresources@alternativesforgirls.org
Fax: (313) 361-8938

Outreach & Operations Coordinator, InterAction, Washington, DC

Outreach & Operations Coordinator

Posted on: June 27, 2013
Posted by: InterAction

ABOUT 1,000 DAYS

Launched by former U.S. Secretary of State Hillary Rodham Clinton in 2010, the 1,000 Days Partnership represents more than 80 organizations committed to improving nutrition for women and children everywhere, particularly during the critical 1,000 day "window of opportunity" between a woman's pregnancy and her child's second birthday when nutrition has an enormous, long-term development. 1,000 Days works to facilitate partnerships among governments, civil society organizations and the private sector and promote greater action and investment in maternal and child nutrition throughout the world.

BASIC FUNCTION

Coordinate and manage 1,000 Days' external outreach events, meetings and activities as well as internal administrative and operational needs.

CORE RESPONSIBILITIES

• Coordinate and support 1,000 Days outreach efforts targeting leaders in the U.S. government, non-governmental organizations, corporations and international institutions
• Support Executive Director in managing day-to-day administrative and operational activities such as coordinating travel arrangements, scheduling, budgeting, expense reporting and outreach
• Manage preparations for international and domestic 1,000 Days events and meetings
• Serve as liaison and interface with various partners from the U.S. government, civil society and private sector
• Prepare communication, cultivation, and briefing materials including talking points, presentation decks and collateral materials
• Assist with writing and compiling grant reports and support ongoing monitoring and tracking of 1,000 Days activities in accordance with grant reporting and
• Support communications and social media efforts including blog posts, twitter, facebook and e-newsletters
• Other duties as assigned

QUALIFICATIONS

• Highly motivated, self starter with at least three years of experience working with leadership teams, preferably in the field of international development
• Experience in meeting and event management required and a proven ability to successfully organize international events is highly desirable
• Expert-level MS Office; experience using InDesign, Salesforce, WordPress and related software produce highly desirable
• Excellent written and oral communication abilities
• Demonstrated capacity to take initiative and work with a high sense of urgency
• Bachelor's degree or higher in international relations or related field

HOW TO APPLY

• Email cover letter and resume to jobs@interaction.org
• Please indicate Outreach & Operations Coordinator in the email subject line and within your cover letter
• Position is open until filled by qualified applicant
• Due to the expected volume of interest, only candidates considered will be contacted
• No phone calls please

Scheduler to the President & CEO, Center for Reproductive Rights, New York, NY

Scheduler to the President & CEO

Posted on: June 14, 2013
Posted by: Center for Reproductive Rights

DESCRIPTION

The Center for Reproductive Rights (the "Center"), a global human rights organization founded in 1992 with expertise in constitutional and international law, seeks a Scheduler to be based in its New York City headquarters. The Scheduler reports to the Director of the Office of the President and will work closely with the Director to proactively schedule the President & CEO's time to reflect the Center's strategic priorities. The Scheduler 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. 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 for Reproductive Rights has played a key role in securing these legal and policy victories and works with attorneys and advocates in the U.S., Latin America, Africa, Asia, and Europe. In addition to its headquarters, the Center has offices in Washington, D.C., Nairobi, Kenya, Bogotá, Colombia, Kathmandu, Nepal, and Geneva, Switzerland. The Center's current annual operating budget is approximately $15 million.

The Scheduler will have the benefit of the Center's many strengths:

• A compelling global human rights mission and cutting-edge legal and policy work that has a reputation for quality and excellence.
• A dynamic organization that has consistently grown in budget size and program impact.
• Dynamic and articulate spokespeople.
• Established relationships with and the respect of opinion leaders, journalists, editors, and legal and NGO partners.
• An organizational philosophy that values and supports strong financial management and a proven track record of strong audits and best practices oversight.
• An impressive and engaged Board, strong leadership team and a solid balance sheet.

The Scheduler will be joining the Center at an exciting time for the institution and at a critical time for the nation. In December 2011, the Center's Board adopted a new strategic plan for 2012-2017. This plan was crafted with the input of both Board and staff during a year-long process of external and internal examination and deliberation. The Center has launched a number of 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 and FGM. It has brought groundbreaking cases before national courts, U.N. committees, and regional human rights bodies, 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 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 to the Honorable Alvin B. Rubin of the U.S. Court of Appeals for the Fifth Circuit. Ms. Northup has taught constitutional law and human rights as an adjunct professor at NYU and Columbia law schools.

The Center is a not-for-profit 501(c)(3) organization governed by a 23-person board of directors. The Center has a diverse staff of over 100 professionals from Chile, Colombia, Croatia, Kenya, Korea, Nepal, Nigeria, the Philippines, Sweden, Slovakia, the U.K., and the U.S.

RESPONSIBILITIES

The Scheduler's main responsibilities will include:

• Execute and help plan the schedule of the President & CEO, in conjunction with the Director of the OOP. Ensure that the schedule meets the priorities and goals of the OOP strategy and partner with the Director of the OOP in the overall vision of the schedule.
• Manage all internal and external scheduling requests of the President & CEO. Collect and maintain ongoing scheduling requests ensuring all calendar requests are documented and appropriate review occurs.
• Oversee all traveling and advance logistics related to the schedule of the President & CEO. Organize trip planning calls with internal/external stakeholders, develop written, detailed schedules, and manage all related travel in conjunction with the schedule. Manage logistics related to the schedule including agenda scope and briefing materials.
• Coordinate cross-departmentally to ensure that all materials related to the schedule including briefing memos, travel confirmations and speech materials are accurate, timely and are incorporated in the daily briefing binder.
• Partner with the Director to create the President & CEO's call and action lists and help the President & CEO to execute said lists.
• Develop and improve templates and formats related to the scheduling process. Such materials include scheduling template, scheduling request template, event memo template and final product, and trip call agenda.
• Complete special projects as required.

QUALIFICATIONS

• Bachelor's degree required; Master's degree preferred;
• Minimum of three to five years of related, progressively responsible work experience, including scheduling and travel management experience;
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint;
• Excellent writing, proofreading and editing skills with attention to detail;
• Excellent project management skills and ability to handle multiple projects and tasks, often in a fast paced environment;
• Ability to maintain confidentiality with sensitive information;
• Ability to work collaboratively and under pressure;
• Flexibility to work overtime;
• Commitment to reproductive rights and human rights generally;
• Ability to see and understand the big picture and translate into a strategic schedule.

HOW TO APPLY

Please send a cover letter and resume to resumes@reprorights.org, and indicate "Scheduler, Last name and Code 186 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.

Executive Assistant, International Gay and Lesbian Human Rights Commission, New York, NY

Executive Assistant

Posted on: June 10, 2013
Posted by: International Gay and Lesbian Human Rights Commission

DESCRIPTION

Founded in 1990 and guided by the values of collaboration, depth and feminism, the International Gay and Lesbian Human Rights Commission (IGLHRC) strives to help lesbian, gay, bisexual and transgender (LGBT) people live safer, healthier, and more empowered lives worldwide. IGLHRC focuses its efforts on supporting organizations to effectively document human rights violations and advocate for the rights of LGBT people. IGLHRC's vision of change includes policy reform, legal challenges, increased coalition work, and stronger LGBT communities worldwide. IGLHRC currently seeks an Executive Assistant.

The Executive Assistant is a full time position and reports primarily to and provides comprehensive support for the Executive Director. The core function of this role is to ensure that the Executive Director maintains an active, effective, and well-managed schedule related to internal and external organizational activities. As a secondary function, the Executive Assistant coordinates specific projects and activities related to other departments including Communications, Development, Operations and the Program staff.

DUTIES & RESPONSIBILITIES

• Maintaining the Executive Director's calendar, setting appointments, and briefing the Executive Director each day on the schedule;
• Arranging travel for the Executive Director including purchasing of airline tickets, hotel reservations, and car rental; creating and maintaining schedule for all trips, including meetings, logistics, and events;
• Managing the Executive Director's and IGLHRC's general email inbox by screening incoming mail, determining how best to route certain questions and inquiries, and responding to selected messages;
• Responding to incoming calls and requests. In Executive Director's absence, ensuring that requests for action or information are relayed to the appropriate staff member; handling and assuring timely payment of all Executive Director-related invoices;
• Composing routine correspondence on own initiative or from brief notes or oral instructions, referring to other sources for detailed information; Assembling materials or reports for distribution. Preparing reports where the information may be gathered from several sources or may be difficult to organize or compile;
• Proofreading typed or printed work and checking records and reports for grammatical construction, completeness, clerical, arithmetical, and typing accuracy, and for compliance with established standards and special instructions;
• Typing drafts and finished documents of a variety of material from written and verbal instructions, which may include letters, memoranda, notices, records, reports, and other material (may include some technical terminology);
• Acting as liaison between Executive Director's office and other organizations;
• Other duties as assigned.

The Executive Assistant will also provide support to the Board of Directors. These duties include:

• Preparing and distributing Board reports and Board meeting packets;
• Coordinating Board meetings, including booking rooms, catering, putting together board packets, and sending to each board member in advance of meeting. Purchasing and ensuring proper distribution of board gifts. Attending all board meetings and calls;
• Recording and distributing meeting minutes;
• Maintaining Board binder of all meetings, resolutions drafted, etc.;
• Maintaining communication to the Board as requested;
• Maintaining up-to-date Board contact list;
• Managing logistics of face-to-face Board meetings, including travel & hotel arrangements;
• Other Duties as assigned.

Other general administrative and miscellaneous duties include:

• Receiving and distributing all incoming mail and coordinates outgoing mail. Recording checks received and forwarding mail to the Operations Manager;
• Completing special projects as needed;
• Providing support as requested;
• Greeting and directing office visitors, answering main office telephone system, responding to direct requests for information and/or forwarding messages to appropriate staff. Making sure the office is kept in orderly and clean fashion;
• Assisting with review of administrative procedures and development of systems to assure compliance by all staff;
• Maintaining inventory for office supplies;
• Providing eadministrative support to staff for copying, faxing, and large scale mailings;
• Maintaining and updating edatabase as needed;
• Responding to staff requests for administrative support as needed;
• Additional duties as assigned.

REQUIREMENTS

• Bachelor's degree in a related field.
• Proficiency in Microsoft Word, Excel and Database management experience preferred.
• Excellent verbal and written communications skills.
• Ability to present information concisely and effectively, both verbally and in writing.
• Ability to organize and prioritize work.

HOW TO APPLY

Interested candidates should e-mail a cover letter explaining how your skills and background fit this position and a resume/CV to jobs@iglhrc.org. Please refer to Executive Assistant in the subject line.

IGLHRC is an equal opportunity/affirmative action employer. Women, People of Color, and transgender/gender-variant individuals are strongly encouraged 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.

Office & HR Assistant, Room to Read, San Francisco, CA

Office and Human Resources Assistant

Posted on: May 17, 2013
Posted by: Room to Read

DESCRIPTION

Room to Read seeks to transform the lives of millions of children in developing countries by focusing on literacy and gender equality in education. Working in collaboration with local communities, partner organizations and governments, we develop literacy skills and a habit of reading among primary school children, and support girls to complete secondary school with the relevant life skills to succeed in school and beyond.

We are non-governmental, non-religious and work with many local NGOs and community based organizations to implement our programs. We currently work in Bangladesh, Cambodia, India, Laos, Nepal, South Africa, Sri Lanka, Tanzania, Vietnam, and Zambia – countries with a desperate lack of resources to educate their children. Since our inception, Room to Read's worldwide team has impacted over 7.8 million children by constructing more than 1,600 schools, establishing over 15,000 libraries, publishing 874 new children's book titles in 27 local languages, and reaching over 20,000 girls through our Girls' Education program.

Room to Read has an annual budget of approximately US$43.7 million and our global staff numbers over 600. Our global headquarters is located in San Francisco, and we have smaller fundraising offices in Delhi, New York, Hong Kong, London, Mumbai, Sydney, and Tokyo. We have an Asia Regional Office located in New Delhi and program offices in Colombo, Dar es Salaam, Dhaka, Hanoi, Ho Chi Minh City, Kathmandu, Lusaka, New Delhi, Pretoria, Phnom Penh, and Vientiane.

POSITION OVERVIEW

Room to Read seeks a dedicated and personable Office & HR Assistant (OA) to provide administrative support to our growing, 100+ employee Global Office staff, in the US and abroad. The OA is responsible for ensuring the smooth operations of the Room to Read Global Office as well as providing administrative support to the Human Resources department. This is a fantastic entry-level position for a bright, self-motivated, well-organized individual who wants to be part of a fast-growing international non-profit. Daily tasks are predominately focused on administrative support, with occasional projects and potential opportunity for increased responsibility. The Office & HR Assistant will report to the Sr. Manager, Human Resources and is a member of the Human Resources Team.

DUTIES & RESPONSIBILITIES

General Office Management (≈60% of time):

• Serve as receptionist for the San Francisco office, which includes answering, directing, and returning phone calls regarding Room to Read inquiries
• Manage Facilities including liaising with building management, cleaning service, other outside vendors, and staff to ensure that the office is secure, clean, well maintained and appointed, and provides adequate space
• Greet and direct visitors and guests
• Collect, sort, distribute, and post incoming and outgoing mail
• Prepare customs documents and bill international and express shipping
• Manage general email inquiries to Room to Read (info@roomtoread.org)
• Monitor supply and equipment stock, determine needs, and place requests for necessary items
• Maintain relationships with outside vendors and seek new relationships that benefit our operations
• Assist in overseeing office infrastructure (workspaces, common spaces, office set up) including office expansion and/or office moves for all RtR GO offices (San Francisco, New York, Sydney, London, Hong Kong, Tokyo, Mumbai)
• Create, implement, and update office systems/procedures
• Develop, implement, and oversee an emergency plan for the office
• Assist with Office Management budget
• Administer the GO cell phone policy
• Conduct office tours for all new hires
• Take comprehensive notes at monthly All Hands team meetings
• Create and support positive team morale and office environment

HR Team Administrative Support (≈40% of time):

• Coordinate the logistics of the quarterly Global Office New Hire Orientation program (i.e., booking flights and hotel rooms, scheduling trainings)
• Coordinate and plan all team-building activities including the annual GO offsite retreat, holiday parties, birthday celebrations, staff recognition events and the annual friends & family picnic
• Maintain HR employee, payroll, recruiting and insurance files on both our shared public drive and in paper storage files to ensure organization and legal compliance
• Maintain Global Office photo yearbook
• Complete expense and credit card reports for the Chief Talent Officer
• Facilitate visits to the Global Office of employees from other offices including visa, flight, hotel and ground transportation arrangements
• Manage renewal of independent contracts when they expire
• Assist Recruiters, hiring managers, and candidates throughout the recruiting process (scheduling interviews, running background checks)
• Other duties, as assigned

QUALIFICATIONS

Required:

• Bachelor's degree
• Ability to be present, on-site at our San Francisco office (this position is not conducive to remote work)
• Meticulous attention to detail
• Exceptional organizational and multi-tasking skills – the candidate must be able to establish priorities, successfully juggle those multiple priorities and deadlines and consistently communicate progress and outcomes achieved
• Highly professional demeanor – the OA will have opportunities to interact w/both internal staff as well as external vendors, clients, funders and should therefore have mature and highly developed communication skills, both written and oral
• Self-reliance and initiative – once trained in systems and procedures, the ideal OA will operate successfully with minimal direction
• Proficiency in using the Microsoft Office suite
• Flexibility
• Ability to troubleshoot and independently solve problems as – and even before – they arise
• Ability to work independently and as part of a team
• Prior success working closely and building relationships with diverse groups of people
• Proven track record of achieving results
• Legally eligible to work in the United States; no sponsorship provided
• Ability to perform some physical labor

Preferred:

• 1-2 years' work experience in a fast-paced, growth-oriented organization
• Working or volunteering in a non-profit organization that is focused on maintaining high quality work and low overhead

To be successful as a member of the Room to Read team, you will also:

• Have a passion for our mission and a strong desire to impact an up-and-coming non-profit organization
• Be an innovative and creative thinker; you're not afraid to try something new and inspire others to do so
• Have a very high level of personal and professional integrity and trustworthiness
• Have a strong work ethic and require minimal direction
• Work well independently as well as part of a team
• Thrive in a fast-paced and fun environment

COMPENSATION

Room to Read offers a competitive salary with excellent benefits. Benefits include health, dental, vision, long-term disability insurance, commuter benefits, and a 401K match. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, fun, and rapidly growing organization that is changing the world through literacy and gender equality in education.

HOW TO APPLY

Please send a cover letter and resume by email, with "Office & HR Assistant" in the subject line, (no letters, calls, faxes, or drop-ins) to hiring@roomtoread.org. Due to high applicant volume you may not receive a response from Room to Read. Applications are accepted until the position is filled.

Room to Read is an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.

Administrative Associate, Center for Reproductive Rights, New York, NY

Administrative Associate

Posted on: April 23, 2013
Application deadline: May 31, 2013
Posted by: Center for Reproductive Rights

DESCRIPTION

The Center for Reproductive Rights (the "Center"), a global human rights organization founded in 1992 with expertise in constitutional and international law, seeks an Administrative Associate to be based in its New York City headquarters. The Administrative Associate reports to the Director of the Office of the President and will provide administrative support to the President & CEO and the Scheduler. The Administrative Associate 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. 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 for Reproductive Rights has played a key role in securing these legal and policy victories and works with attorneys and advocates in the U.S., Latin America, Africa, Asia, and Europe. In addition to its headquarters, the Center has offices in Washington, D.C., Nairobi, Kenya, Bogotá, Colombia, Kathmandu, Nepal, and Geneva, Switzerland. The Center's current annual operating budget is approximately $15 million.
The Administrative Associate will have the benefit of the Center's many strengths:

• A compelling global human rights mission and cutting-edge legal and policy work that has a reputation for quality and excellence.
• A dynamic organization that has consistently grown in budget size and program impact.
• Dynamic and articulate spokespeople.
• Established relationships with and the respect of opinion leaders, journalists, editors, and legal and NGO partners.
• An organizational philosophy that values and supports strong financial management and a proven track record of strong audits and best practices oversight.
• An impressive and engaged Board, strong leadership team and a solid balance sheet.

The Administrative Associate will be joining the Center at an exciting time for the institution and at a critical time for the nation. In December 2011, the Center's Board adopted a new strategic plan for 2012-2017. This plan was crafted with the input of both Board and staff during a year-long process of external and internal examination and deliberation. The Center has launched a number of 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 and FGM. It has brought groundbreaking cases before national courts, U.N. committees, and regional human rights bodies, 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 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 to the Honorable Alvin B. Rubin of the U.S. Court of Appeals for the Fifth Circuit. Ms. Northup has taught constitutional law and human rights as an adjunct professor at NYU and Columbia law schools.

The Center is a not-for-profit 501(c)(3) organization governed by a 23-person board of directors. The Center has a diverse staff of over 100 professionals from Chile, Colombia, Croatia, Kenya, Korea, Nepal, Nigeria, the Philippines, Sweden, Slovakia, the U.K., and the U.S.

RESPONSIBILITIES

The Administrative Associate's main responsibilities will include:

• Manage all correspondence for the President/CEO and Director. Develop and maintain work flow processes to ensure that correspondence is composed, edited and proofread for signing by the President/CEO or other surrogates. Correspondence may include memos, proactive letters of congratulations or thanks, and emails. Coordinate with other departments as needed.
• Plan and execute the logistics of all Board of Directors meetings and affiliated activities throughout the year. This includes researching and securing venues and caterers, developing board/committee meeting schedules and agendas, organizing materials and mailings, coordinating with IT, handling travel arrangements for board members, and completing other administrative paperwork.
• In conjunction with the Director of the OOP, coordinate the administrative functions and daily operations in support of board affairs, as well as develop and monitor the board affairs annual budget; ensure that the activities of the Board and its standing Committees are well-documented and that appropriate filing and archiving of information occurs.
• Record and track Board-related developments, such as Board-approved commitments and policies, maintain and update various Board documents and coordinate and ensure execution of follow-up from meetings.
• Support the Director of the OOP and team in providing logistical support for all-staff meetings, other special large scale meetings, special events, conferences and awards.
• Maintain up to date and accurate contact lists for the OOP and generate reports as needed.
• Receive and screen phone calls and assist with issues in their primary stages whenever possible. Work with OOP team to make sure all callers receive initial responses within two (2) hours and for more complex calls, appropriate responses within reasonable time frames.
• Research and secure travel arrangements for U.S. and International travel
• Process expense forms for the Office of the President.
• Serve as a point-person for daily IT needs for the OOP.
• Assist in maintaining President/CEO's files
• Provide other administrative duties that include but are not limited to mailings, copying, collating, and organizing reports and other materials.

QUALIFICATIONS

• Bachelor's degree required;
• Excellent writing, proofreading and editing skills with attention to detail;
• Minimum of three to five years of related work experience;
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint; experience with Sharepoint preferred;
• Ability to maintain confidentiality with sensitive information;
• Ability to work collaboratively and under pressure;
• Flexibility to work overtime;
• Commitment to reproductive rights and human rights generally;
• Work, educational and/or volunteer experience in reproductive rights and/or human rights issues are preferred;
• Experience with event planning and travel arrangements is very helpful.

Duration of Position: This is a permanent full-time position.

Compensation: The Center offers a competitive salary commensurate with experience and a comprehensive benefits program.

HOW TO APPLY

Please send a cover letter and resume to resumes@reprorights.org, and indicate "Administrative Associate, Last name and Code 178 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.