Coordinator - Education Division, Planned Parenthood, New York, NY

Coordinator - Education Division

Posted on: June 13, 2013
Posted by: Planned Parenthood

DESCRIPTION

For nearly a century, Planned Parenthood has fought for a world where every woman has immediate and unfettered access to the basic reproductive care and knowledge that is her human right. With its 74 affiliates managing nearly 800 health centers nationwide, Planned Parenthood provides family planning and reproductive health care services, education, and information to millions of women, men, and young people each year. Now, as the leading reproductive rights advocate, health care provider, and sex educator for women, Planned Parenthood looks to its next 100 years. After examining the major trends impacting the organization, the federation came together to create a vision for the future that is embodied by the goals of its new five year strategic plan: becoming the go-to source for sexuality education and sexual health information and care for young women and men, and helping to create the healthiest generation ever.

The Coordinator, Education Division is responsible for the coordination and oversight of various projects, administrative and fiscal support initiatives to the Education Division of Planned Parenthood.

The Coordinator provides support to the divisional Vice President and works closely with other division staff to ensure coordination across departments occur. The Coordinator coordinates regular internal team meetings, including scheduling, agenda creation, note taking and follows up on action items. Also in this role the Coordinator schedules and coordinates external meetings and assists in gathering and/or creating materials required for meetings. Meetings will often involved several high level staff within PPFA, its affiliates and/or external partners.

The Coordinator is responsible for the Vice President's calendar including scheduling numerous meetings with staff across the organization and with external partners, coordinating webinars and conference calls with affiliates and other groups, and developing materials such as PowerPoint presentations, summaries of activities and select educational materials such as fact sheets, media talking points, and manuals for special projects.

In this role the Coordinator is responsible for working with the Vice President to construct and administer the annual budget, to code expenses appropriately to grants, and to respond to monthly variance reports.
The Coordinator provides all logistical support for select advisory board and other group meetings including sending out invitations, securing space, ordering food, coordinating travel for participants, and processing expense reimbursements.

HOW TO APPLY

For a full position description and to apply, please visit: http://bit.ly/15Yqsvz

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.

Executive Assistant, Girl Scouts of Eastern Massachusetts, Boston, MA

Executive Assistant

Posted on: May 16, 2013
Application deadline: June 15, 2013
Posted by: Girl Scouts of Eastern Massachusetts

DESCRIPTION

Girl Scouts of Eastern Massachusetts (GSEM) serves more than 40,000 girls ages 5-17 and 17,000 adult volunteers in 178 communities across Eastern Massachusetts with the mission to build girls of courage, confidence and character, who make the world a better place. It is also a great place to work! We offer exceptional leadership, fabulous benefits, great colleagues and a mission you can believe in.
GSEM is seeking qualified candidates for the full-time position of Executive Assistant. This position is housed in the GSEM Boston office and will report directly to the Chief Executive Officer.
The Executive Assistant will provide a full range of administrative and organizational support for the Chief Executive Officer. This position may handle confidential and sensitive correspondence and requires exercising a high degree of professionalism, discretion, tact, resourcefulness, and initiative. This position deals with a diverse group of high-level external contacts and visitors, as well as internal contacts at all levels of the organization.

SKILLS AND QUALIFICATIONS

All candidates must have the passion and drive to be a part of an organization devoted to the development and support of girls. The ideal candidate will have a minimum of five years of professional administrative experience supporting executive staff and possess a high level of professionalism with ability to handle confidential information with discretion. Excellent computer skills using MS Office including calendar management/meeting coordination is required. Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting the CEO of a large nonprofit organization. Must possess exceptional attention to detail including thoroughness and strong follow-up and be able to interact with staff at all levels in a fast paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful and efficient. Candidates must have the ability to work with individuals of diverse backgrounds and ages. Must be able to occasionally work evenings. Experience working with volunteers and Boards of Directors preferred. Bilingual skill is a plus.

Employee benefits include generous paid vacation leave, sick leave, holidays, health and dental insurance, disability insurance, training opportunities and more!

For a full job description, please visit our website at: http://www.girlscoutseasternmass.org/jobs/index.html

HOW TO APPLY

To be considered for the position, please submit your cover letter with salary expectations and resume to:
careers@girlscoutseasternmass.org

Girl Scouts of Eastern Massachusetts is an Equal Opportunity Employer committed to diversity.