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Administrative Assistant, Executive Office (219872-927)


Mercy Corps


Closing date: 30 Sep 2015


PROGRAM/ DEPARTMENT SUMMARY:

 

Mercy Corps is an international relief and development organization that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities. The agency pursues its mission through emergency relief services, sustainable community development, health, and economic development initiatives. Mercy Corps primarily works in countries in transition from war or natural disaster or in the midst of extreme economic or social transformation. This position is a part of a small team that supports the Executive Office, which includes the CEO and Board of Directors.

 

GENERAL POSITION SUMMARY:

 

The Administrative Assistant works closely with the CEO, CEO's Executive Assistant, and the Strategic Liaison to the CEO and Board to support the CEO's complex and busy schedule and efforts with the Board of Directors. S/he will be an integral member of the executive support team and play an essential role in ensuring the high level functioning of the CEO's office.

 

ESSENTIAL JOB RESPONSIBILITIES:

 

Logistics and Administrative Support

 

Manage all bookings and logistics related to the CEO's extensive international travel and assembles travel documents and background materials.

Assist in managing the flow of the CEO's complex schedule and email inbox.

Handle registration, logistics, and assists with meeting preparation for the CEO's conferences and speaking engagements.

Responsible for all administrative and finance transactions related to the CEO and Board of Directors which includes expense reports, general purchase requests, travel reimbursements, vendor invoices, and others as needed.

Maintain the Executive Office's organizational systems including digital and paper filing systems and the CEO's list of professional contacts.

Assist with IT maintenance issues in conjunction with IT manager (desktop, iPad, iPhone, conferencing calling system, etc) for devices for CEO/Executive Office.

Arrange logistics lead for three annual Board of Directors and Senior Leadership Team meetings, assists in compiling meeting materials, follow up on post-meeting action items, and reconciles invoices / tracks budget actuals at locations across the US.

Plan and executes other high-level events at HQ related to the CEO and Board.

Coordinate and support the CEO's engagement as the Board Chair of InterAction, an alliance organization of NGOs.

Provide research, administrative and coordination support for projects related to the Mercy Corps' Global Leadership Council, an external advisory body.

Provide research assistance on pending CEO projects.

Organizational Learning:

 

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries:

 

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY: None

 

ACCOUNTABILITY:

 

REPORTS DIRECTLY TO: Executive Assistant to the CEO

 

INDIRECTLY REPORTS TO: Strategic Liaison to the CEO and Board

 

WORKS WITH: CEO, Board of Directors, Senior Leadership Team,

 

KNOWLEDGE AND EXPERIENCE:

 

Post-secondary education required; BA/S in related field preferred.

1- 3 years of administrative support experience in a high-level professional or executive office setting.

Experience with international travel arrangements required.

Event planning experience required.

Ability to prioritize multiple competing requests, tasks, and deadlines; and to manage the demands of the executive office with grace and humor.

Commonsense ability to handle confidential matters.

Great overall administrative skills. Smart self-starter, organized, and detail-oriented.

Excellent verbal and written communication skills.

Strong Microsoft Office and Google app skills required, including proficiency with smartphones and tablets.

International, non-profit, and/or government experience preferred.

SUCCESS FACTORS:

 

A successful Administrative Assistant will demonstrate a healthy combination of professionalism and confidence when working closely with the executive team. S/he must demonstrate flexibility in planning and problem solving, will have proven ability to learn quickly, take initiative, and be accountable for results in a fast-paced, fluid and challenging work environment of many competing and changing priorities. A cooperative, team-orientation that is both creative and flexible is essential. S/he will possess excellent communication skills, both verbal and written, and will place a high priority on attention to detail and organization. The successful Administrative Assistant will be able to work both independently and cooperatively, and will effectively and accurately represent Mercy Corps at all times.

 

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

 

The position is located in Portland, Oregon with 1-3 trips in the US per year to support events and limited work outside office hours and weekends. Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

 

HOW TO APPLY:

Please follow this link to apply: http://www.aplitrak.com/?adid=bWJhcnRvbG9uaS42NjU3OC4zODMwQG1lcmN5Y29ycH..

 

Job posted on 27 August 2015.


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