President's Assistant & Press Coordinator, National Organization for Women, Washington, DC

President's Assistant & Press Coordinator

Posted on: July 21, 2014
Application deadline: July 27, 2014
Posted by: National Organization for Women

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. Additionally, the President's Assistant will also serve as NOW's Press Coordinator, handling all incoming press requests and managing the logistics of press appearances. 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.

RESPONSBILITIES

Administrative (40%)

• Maintain the President's calendar by scheduling meetings, coordinating internal and external requests, and making travel arrangements;
• Ensure that chapter and state NOW activists are informed of the President's travel to their communities and coordinate onsite meetings with them;
• 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.

Press Coordination (30%)

• Screen and review press and media requests;
• Arrange all scheduling and logistics for press appearances;
• Coordinate with the Communications team and consultant to track media requests and exposure;
• Compile research on interview topics;
• Facilitate relationships between local chapters and local media, when necessary.

Internship Program (15%)

• Coordinates the NOW Internship program which includes: promoting internships, managing the intern application and selection process, and serving as overall internship coordinator for the office.

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 (5%)

• 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

Salary and benefits

Salary based on experience and qualifications. Excellent benefits include health insurance, dental insurance, life insurance, long-term disability insurance, paid sick days and generous holiday & vacation policies.

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 jobs@now.org. Subject line should read: Application for President's Assistant – Your Full Name. No phone calls please.

Executive/Programs Assistant, NYC Anti-Violence Project, New York, NY

Executive/Programs Assistant

Posted on: June 7, 2013
Application deadline: June 28, 2013
Posted by: New York City Anti-Violence Project

DESCRIPTION

AVP envisions a world in which all lesbian, gay, bisexual, transgender, queer, and HIV-affected (LGBTQH) people are safe, respected, and live free from violence. AVP's mission is to empower lesbian, gay, bisexual, transgender, queer, and HIV-affected communities and allies to end all forms of violence through organizing and education, and support survivors through counseling and advocacy.

PRIMARY FUNCTIONS

The Executive/Program Assistant manages the daily operation of a busy victim service agency. The ideal
candidate will be experienced in handling a wide range of administrative and executive support related tasks
and will be able to work independently. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.

DUTIES & RESPONSIBILITIES

The Executive/Programs Assistant serves as the front desk receptionist responsible for responding to crisis hotline and walk-in clients by referring them to appropriate staff members, and occasionally assessing for safety. Duties include but are not limited to, office management tasks, such as ordering supplies and monitoring office needs, and administrative tasks for the Executive Director and Finance Department.

Specific duties are outlined in the following manner:

Administrative
Executive Duties
Provide filing and administrative assistance to the Executive Director.
Responsible for calendar management in Outlook, requiring interaction with internal and external executives, board members, community members, as well as consultants, to coordinate a variety of meetings.
Prepare reports and/or documents as need and/or requested.
Maintain confidentiality and professionalism when handling sensitive information and situations.
Coordinate internal and external meetings, including monthly internal learning lunches.
Coordinate staff meeting facilitation and note-taking.

Office Operations
Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
Receive and distribute daily mail in accordance with outlined policies and procedures.
Facilitate the ordering of office supplies and/or equipment as needed.
Monitor and maintain inventory as outlined by agency standards and funder regulations.
Monitor AVP office equipment and utilities operations such as copy machines, printers and fax machines, and a/c units and electricity and coordinate response for repairs and/or replacement.
Manages space usage, and maintains aesthetic of office common spaces, i.e. conference room, lobby, kitchen.
Assist in establishing and maintaining relationships with vendors.
Assist with preparation of presentation and meeting materials.
Arrange travel schedule and reservations as needed. Maintain off-site storage unit.
Keep track of retention policy and file destruction/retention for HR, finance, board, and executive files.
Assist in facilitating the maintenance of a safe and accessible space by reviewing shared space configurations and making adjustments as needed/requested.
Coordinate and assist in the monitoring of fridge and kitchen cleaning.

Human Resources
Maintain time and effort documentation and prepare quarterly staff accrual reports.
Assist in maintenance of all HR documentation and employee related files.
Prepare office for new hires.

Finance
Serve as backup to Bookkeeper, including performing entry of financial information into FundEZ and check preparation.
Assist finance department in preparation for annual agency audit and funder site visits as needed.
Assist with preparation of grantor documentation and/or reports as needed.
Program-Related
Attend weekly supervision.
Attend bi-monthly full-staff meetings.
Attend department meetings as required.
Attend in-service trainings and external trainings/seminars as appropriate.
Assist with and attend AVP signature events.
Document program activity in a timely and appropriate manner.
Option to participate in committees, i.e. Pride, Trend Analysis, Communications

Organizational Relationships
Report to the Deputy Director, in charge of Finance and Administration.
Coordinate with Executive Director on scheduling and specific tasks.
Work closely with AVP staff in Client Services and Community Organizing/Public Advocacy and Development Departments, as well as with our community partners.

Other Duties as Directed by Supervisors

QUALIFICATIONS

Extensive experience working with LGBTQH survivors of violence.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and respect for confidentiality is crucial to this role.
Demonstrated experience and comfort level interacting and building sustainable relationships with diverse stakeholders such as CBOs, community members, government officials, law enforcement and courts.
Computer proficiency, especially in Microsoft Office Suite is essential.
Proven ability to maintain confidentiality and professionalism when handling sensitive information and situations.
Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
Bilingual in English and Spanish required.
Strong interpersonal skills.

HOW TO APPLY

Email (preferred method of application): csmith@avp.org (put "Executive/Programs Assistant" in subject line of email) or
By mail to: New York City Anti-Violence Project, 240 West 35th Street, Suite 200, New York, NY 10001or by fax to: 212-714-2627 No phone calls please.
Candidates will be notified if we are seeking an interview; because of high volume of responses it may not be possible to respond to all inquiries.

Assistant, Initiatives for Girls and Women, NoVo Foundation, New York, NY

Assistant, Initiative for Girls and Women

Posted on: June 7, 2013
Application deadline: June 21, 2013
Posted by: NoVo Foundation

DESCRIPTION

NoVo Foundation is dedicated to catalyzing a transformation in global society, moving from a culture of domination to one of equality and partnership. NoVo supports the development of capacities in people—individually and collectively—to help create a caring and balanced world that operates on the principles of mutual respect, collaboration, and civic participation, thereby reversing the old paradigm predicated on hierarchy, violence, and the subordination of girls and women.

We structure our grant making around initiatives, rather than by program areas. These initiatives are varied in form, but all reflect our commitment to building authentic partnerships with grantees and other funders, and to taking calculated risks. We invest in innovative strategic grant making and initiatives that we hope, in the near and long term, will lead to societal transformation.

As part of our work to end violence against girls and women, the NoVo Foundation has a focus area on ending sex trafficking and the commercial sexual exploitation of girls and women. We believe that the commercial sex industry profoundly violates the human rights of girls and women – perpetuating and causing endemic violence, trauma, and oppression amongst girls and women who often are already the most marginalized. We seek to build a world in which no girl or woman is sexually exploited, and instead has meaningful opportunities and the chance to live a life free of violence.

Our work to end sex trafficking is premised on the idea that the commercial sex industry is a marketplace, and that we can "disrupt the market" with increased choice for the bought; more risk for the buyer; and less reward for the business.

POSITION SUMMARY

The Assistant will provide administrative support for the development and ongoing implementation of the Foundation's work to end sex trafficking. The Assistant reports directly to the Senior Manager, and works closely with other Foundation staff. Responsibilities will include meeting and event planning, communication with relevant partners and stakeholders, research and reporting, and general administrative support for activities that advance NoVo's work to end sex trafficking.

The ideal candidate is a high-performing administrative professional who is supremely organized and detail-oriented. She/he must be flexible, a quick learner, and successfully able to anticipate needs and improve systems when needed.


RESPONSIBILITIES

• Coordinate special events to advance NoVo's strategy to end sex trafficking and manage all related logistics for the Initiatives team, current grantees, and other relevant partners; including booking travel, accommodations, event space, and other event planning activities;
• Schedule meetings related to NoVo's work to end sex trafficking and coordinate with others' calendars where needed;
• Conduct exploratory background research into anti-trafficking areas;
• Provide staff support by attending meetings and events in person and listening for areas of follow-up;
• Assist the Initiatives team in meeting preparation and follow-up, including researching related information as needed;
• Draft and proof-read correspondence;
• Prepare and submit expense reports;
• Develop and maintain electronic filing system for NoVo's ending sex trafficking work, including information on current grantees and relevant partners;
• Participate in and record notes of internal team meetings and meetings with grantees and other relevant partners;
• Provide general administrative support for the Initiatives team as needed, including, word processing and editing, photocopying, and filing.

REQUIREMENTS

Education

• Bachelor's degree in a field relevant to the skills and/or knowledge that would benefit the Initiatives' work to end sex trafficking.

Experience

• One or more years of experience in a professional office environment coordinating basic projects, performing complex scheduling, and writing correspondence.
• Familiarity, passion, and demonstrated commitment to advancing NoVo's goals of ending violence against girls and women everywhere and ensuring that girls everywhere are able to reach their full potential.

Qualifications

• Self-starter with demonstrated good judgment, flexibility, resourcefulness, and problem-solving abilities.
• Excellent written and verbal communication skills (in person, via e-mail, and on telephone).
• Methodical, swift, and accurate in the execution of all responsibilities.
• Ability to simultaneously manage multiple projects while maintaining a firm grasp on individual project details.
• Experience organizing complicated domestic and international travel and associated logistics.
• Excellent research skills.
• Comfort with quantitative data, budgets, and financial information.
• Ability to handle confidential information with complete discretion.
• High proficiency in Microsoft Office and Mac applications. Experience with Salesforce and Concur a plus.

Compensation and Culture:

NoVo offers competitive salaries, excellent benefits, generous vacation, and a pleasant working environment. We employ a small staff and are dedicated to promoting an environment of collaboration and workplace flexibility. NoVo values diversity and is committed to the recruitment and retention of individuals of diverse backgrounds, gender, race, religion, and sexual orientation.

For further details about the mission and vision of the NoVo Foundation please visit www.novofoundation.org

HOW TO APPLY

For employment consideration, the optimal way to contact us is via e-mail at jobs@novofoundation.org.

All applications must include:

• Resume
• Thoughtful cover letter (including how you became aware of this opportunity: job portal, referral, etc.)
• One business writing sample (attached in PDF format)
• E-mail applications to: jobs@novofoundation.org
• Subject Line: Assistant, Initiatives for Girls and Women/YOUR NAME
• Application Deadline: June 21^st, 2013