MAJOR DUTIES AND RESPONSIBILITIES:

• Manage and organize the Vice Presidents’ calendars; effectively field internal and external scheduling requests and provide recommendations.
• Arrange travel plans (most of it international), as well as itineraries and agendas.
• Support the Programs and GGO teams with logistical and administrative support associated with quarterly board meetings and quarterly portfolio reviews.
• Prepare credit card reconciliations, travel expense reports and other routine and recurring financial requests and payments.
•  Assist with generating and editing presentations, briefing notes and talking points as needed.
• Assist with the preparation of internal messaging and external correspondence as needed.
• Provide organizational and administrative support as part of cross-functional teams tasked with organizing key IFES events such as the annual Democracy Awards Dinner and the US Elections Program.
• Manage meeting agendas, notes and minutes, trackers and follow up items as needed.
• Handle confidential and/or sensitive matters with discretion and tact.
• Other duties as assigned

DECISION MAKING/PROBLEM SOLVING: Multi-factor decision-making requiring research and analysis, subject to supervisory guidance. Verify and analyze facts, consult with other departments as needed, then implement solutions based on knowledge of procedures, logic, and sound judgement. Initiate contact with staff in other departments to exchange detailed, substantive information and coordinate activities necessary to achieve work goals.

FISCAL RESPONSIBILITY: Participate in project budget planning and perform processing, recording, and reporting of financial transactions, including field expenses etc., in compliance with IFES policies and procedures.

RELATIONSHIPS: Develop and maintain collaborative relationships, which require highly developed interpersonal skills, involving active listening, creativity and problem solving, to assure desired outcomes. Develop opportunities to improve working relationships and work outcomes with internal and external partners.

SUPERVISION EXERCISED:   May supervise entry level positions

POSITION REQUIREMENTS:

Education: Bachelor’s degree required, preferably in non-profit management, business administration, communications, or a related field.

Experience: At least 4 years of prior work experience; previous experience in a scheduling or Administrative assistant role is preferred.  Experience at a nonprofit highly desirable. Experience with Microsoft Excel, Word and PowerPoint required. Exceptional written, verbal and interpersonal skills required.

Related Skills or Knowledge: Ability to work independently and to confidently navigate ambiguous situations. Anticipate the needs of the President by staying two steps ahead. Proactively resolve time-sensitive issues, demonstrating excellent judgment and problem-solving skills.

LANGUAGE SKILLS:  English required

TRAVEL:  None

 PHYSICAL REQUIREMENTS/WORK ENVIRONMENT: Standard office work environment.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job

What we offer:

• Medical, Dental, and Vision insurance
• Monthly Benefit Allowance paid directly to all employees
• Employer paid life and AD&D insurance at 3x base salary
• 401(k) retirement plan with 1:1 employer match up to 6%
• Employer paid Short and Long Term Disability insurance
• Generous vacation (starting at 3 weeks and increasing with time of service), sick leave, and personal leave
• 12 Paid Holidays
• Paid Parental Leave
• Pet Insurance 
• Employee Assistance Program