Campaign for Tobacco-Free Kids is looking for an Executive Assistant, Africa Programs

Just posted on Idealist.org

EXECUTIVE ASSISTANT, AFRICA PROGRAMS    
Campaign for Tobacco-Free Kids  -     Washington, DC                                                                                                                                                                            
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SUMMARY DESCRIPTION The Executive Assistant (EA) works directly with the Africa Programs Team in Washington D.C. and with Sub-Regional Teams in Africa to provide administrative support and assist with coordination of projects. The EA’s administrative responsibilities include: contract management; coordination, preparation and note-taking of meetings; routine correspondence; travel planning, translation of project reports and documents and preparation of expense reports; maintaining files; switchboard and front desk duties; and other administrative duties as assigned. The incumbent may coordinate projects that include research, quarterly and annual reports to funders, and conference coordination and logistics. This position reports to the Director of Africa Programs. Primary Duties Coordinate, prepare for, and take notes for the Africa Program Team meetings and teleconferences Note taking, tracking, and follow through of action items from meetings. Support aspects of the sub-grant and contract processes, including creating folders, screening of overseas organizations, transmission of documents, and coordinating signatures Provide English-French and vice-versa of reports and correspondences Assist with organizing tobacco control data, factsheets and reference materials for the Africa priority countries Assist with maintaining a tracking sheet for the Africa sub-grants Receive and process invoices for payment of contractors. Update, manage and maintain Africa Team and Sub-Regional team program schedules and events’ calendars. Proactively identify upcoming events, deadlines and needs, and assist with associated coordination. Manage production of documents for major department meetings as well as itineraries and associated paperwork. Manage travel arrangements for Africa Team and Sub-Regional Team staff through travel and visa vendors; provide consistent point of contact/build relationship with vendors. Assist with completion of travel expense reports. Suggest solutions for making team members more effective. Systematize information and processes. Assist with the coordination of international meetings, conferences, workshops, trainings and study tours. These duties will include travel and meeting logistics, development and coordination of meeting agendas, and coordination of visits between professional groups. Help develop presentations for use in internal and external meetings. Assist with special projects, including photocopying documents, the compilation of information and preparation of documents for annual and quarterly reports. Maintain an accurate filling system for grant documents, reports and other correspondence Additional Responsibilities Provide back up to the receptionist on a scheduled basis as well as on an as-needed basis. This includes greeting guests, answering phones, fielding general inquiries about industry-related matter, serving as an ambassador for the Campaign, scheduling conference rooms, and accepting packages or other deliveries. Assist staff of Africa Programs and Sub-Regional Teams with other administrative and logistical needs as necessary. Perform other duties as directed by Director of Africa Programs. Requirements Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, switchboard, and other office procedures and terminology. Knowledge of and proficiency with a variety of computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook Excellent written and verbal English and French skills Familiarity with budgets and budgeting Excellent oral and written communication skills. Excellent interpersonal skills. Interest in public health, commitment to public interest work. Superior organizational skills. Demonstrated high degree of dependability Excellent listener with attention to details and follow-through skills A seasoned Team player able to function effectively in a highly dynamic multicultural setting. Ability to interact and communicate with individuals at all levels of the organization, both written and orally. Ability to organize schedules and information efficiently with exceptional attention to detail. Ability to remain flexible and modify priorities as needed High level of initiative, can-do attitude, willingness to learn Ability to suggest and implement ways to make internal processes more efficient. Ability to work in a fast-paced, team-oriented environment while juggling and coordinating multiple projects and deadlines. Bachelor’s degree, preferably in a related field. 4 years Executive Administrative experience in a non-profit, mid-sized organization; International experience preferred. Excellent writing and proofreading and translation skills in English and French are essential to this role.     idealist.org - 1 day ago     View or apply to job                                                                                                                 save job                             Executive Assistant jobs in Washington, DC                                     Jobs at Campaign for Tobacco-Free Kids in Washington, DC