The Executive Assistant (EA) works directly with the International Program’s International Legal Consortium (ILC) and country teams for India, Pakistan, and Bangladesh (South Asia) to provide administrative support and assist with coordination of projects. The EA’s administrative responsibilities include: contract and grants management; coordination, preparation and minutes for meetings; routine correspondence; travel planning; maintaining files; selected switchboard and front desk duties; and other administrative duties as assigned. The EA has the opportunity to coordinate projects that may include research and reports and meeting and conference coordination and logistics.
WHAT YOU’LL ACCOMPLISH:
- Provide daily administrative support to the Vice President of the ILC.
- Coordinate, prepare for, and minute ILC and South Asia country team meetings.
- Track and follow-up on action items from meetings.
- Support aspects of contract and grant process including screening of overseas organizations, transmission of documents, coordinating signatures, tracking status of grants and contracts and payment of all monthly invoices for South Asia and ILC contractors.
- Update, manage and maintain ILC and South Asia country team program schedules. Proactively identify upcoming events, deadlines, and needs, and assist with associated coordination.
- Summarize and prepare reports for funders based on the ILC’s reporting.
- Manage production of documents for major department meetings as well as itineraries and associated paperwork.
- Manage travel arrangements for the ILC and the South Asia country team staff through travel and visa vendors; provide a consistent point of contact/build relationships with vendors.
- Assist with the organization and coordination of team meetings, local and international seminars, conferences, and study tours. These duties will include managing invitations to external participants, arranging travel and visas for external participants, coordinating with hotels and other selected venues, and taking overall responsibility for the smooth running of such events.
- Assist with the preparation of monthly, quarterly, and annual reports to funders.
- Help develop presentations for use in internal and external meetings.
- Assist staff of ILC and South Asia country teams with other administrative and logistical needs as necessary.
- Provide backup to the receptionist on a scheduled basis as well as on an as-needed basis. This will typically include one hour (either opening or closing the switchboard) and lunch relief once a week as needed. includes greeting guests, answering phones, fielding general inquiries about industry-related matters, serving as an ambassador for the Campaign, scheduling conference rooms, and accepting packages or other deliveries.
- Work as a team with other administrative staff.
- Perform other duties as directed by the Vice President, International Legal Consortium; and Director, South Asia.
ADDITIONAL RESPONSIBILITIES
SKILLS YOU’LL BRING TO THE ROLE:
- 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 Photoshop, Microsoft Word, Excel, Access, PowerPoint, and Outlook.
- Excellent oral and written communication skills.
- Ability to communicate and work with people from different countries, cultures, and backgrounds.
- Ability to organize schedules and information efficiently with exceptional attention to detail.
- Familiarity with budgets and budgeting.
- Strong organizational skills.
- Proven history of dependability.
- Demonstrated ability to exercise poise, tact, and diplomacy.
- Ability to work in a fast-paced, team-oriented environment while juggling multiple projects and deadlines.
- Ability to remain flexible and modify priorities as needed.
- interest in public health, commitment to public interest work, and international experience preferred.
- Bachelor’s degree, preferably in a related field.
- Two (2) to three (3) year’s administrative experience in a non-profit environment, mid-sized organization, or related.
- Proficiency in a foreign language is preferred.
WHY JOIN THE CAMPAIGN FOR TOBACCO-FREE KIDS?
- You will be a part of a respected global health advocacy organization that works to create meaningful change through policy changes and save lives in our neighborhoods and in communities worldwide.
- You’ll receive a generous benefits package including:
- 100% company-paid health and dental for you; 70-80% contribution to these coverages for your dependents.
- Paid parental leave benefits (4 weeks paid maternity/paternity leave), in addition to federal and local leave provisions.
- 403b plan participation (with 9% company contribution)
- 10 paid company holidays, 15 vacation days, 10 sick days, and 5 personal days (on an accrual basis each calendar year)
$51,100 – $76,700 a year
The Campaign for Tobacco-Free Kids is an Equal Opportunity Employer. We believe our programs are strengthened when they are developed and supported by individuals with diverse life experiences, whose understanding of social and cultural issues can help make The Campaign’s work more inclusive. We encourage qualified applicants of all ages, racial, economic, social, cultural, sexual orientation, ability and gender expressions, national origins and veteran statuses to apply.
ORGANIZATIONAL OVERVIEW
The Campaign for Tobacco-Free Kids and its Global Health Advocacy Incubator program represent our collective efforts to strengthen public policies which reduce tobacco use and its deadly toll in the United States and around the world, as well as other public health threats contributing to death and disease. Our organization has a singular focus: to make the world a safer, healthier place for everyone. Candidates are encouraged to review our website at https://www.tobaccofreekids.org/