Executive Assistant, International Communications

Position SummaryScroll down the page to see all associated job requirements, and any responsibilities successful candidates can expect.The Campaign for Tobacco-Free Kids is the leading advocacy organization working to reduce tobacco use and its deadly consequences in the United States and around the world. Through strategic communications and policy advocacy campaigns, Tobacco-Free Kids works to change public attitudes about tobacco and promote proven policies that reduce tobacco use and save lives. The Campaign also runs the Global Health Advocacy Incubator, which supports civil society organizations that advocate for public health policies that reduce death and disease worldwide.EXECUTIVE SUMMARYAs a member of the international tobacco control staff, the Executive Assistant's (EA's) responsibilities include solid knowledge of contract, grants and administration management, project coordination, preparation of meeting minutes and routine correspondence, international travel planning, conference planning, maintaining files and oversight of program schedules. Other administrative duties as assigned include scheduled switchboard and front desk duties. This position reports to the Vice President, International Communication and also performs coordinated assignments for the Director of China and Vietnam Programs, and contracts management for the Philippines programs.What You'll AccomplishSupport aspects of contract and grant process including screening of overseas organizations, transmission of documents, and coordinating signatureReceive and process invoices for payment for contractorUpdate, manage and maintain Communications Unit and Country Team program schedules. Proactively identify upcoming events, deadlines and needs, and assist with associated coordinationOrganize, prepare for, and take minutes of International Communications and Country Team meetings. Note taking, tracking, and follow through of action items from meetingsManage production of documents for major department meetings as well as itineraries and associated paperworkManage travel arrangements for International Communications and Country Team staff through travel and visa vendors; provide consistent point of contact and build relationship with vendors; assist team members in completing and submitting expense reportsSuggest solutions for making team members more effective. Systematize information and processesAssist with the coordination of international meetings, international phone calls, conferences, and study tours. These duties will include travel and meeting logistics, development and coordination of meeting agendas, and coordination of visits between professional groupsHelp develop presentations for use in internal and external meetingsADDITIONAL RESPONSIBILITIESProvide back up to the front desk 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 matters, serving as an ambassador for the organization, scheduling conference rooms, and accepting packages or other deliveries.Assist staff of International Communications Unit and Country Teams with other administrative and logistical needs as necessaryForm strong working relationships with EA's from other teams and support them when necessaryPerform other duties as directed by Vice President, International CommunicationsSkills You'll Bring to the Role:Knowledge of administrative and clerical procedures and systemsTwo (2) years of administrative or combined related experienceDemonstrated success working in a fast-paced, diverse team environmentProven ability to attend to tasks with precision, punctuality and thoroughnessAble to pivot and reprioritize with evolving demands and recover quickly from setbacksDemonstrated proficiency in MS Word, Excel, SharePoint, and Outlook, as well as ZoomTakes initiative and carries out responsibilities with minimal oversight and directionWhy Join the Campaign for Tobacco-Free Kids?You will be 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.#J-18808-Ljbffr

Created: 2024-11-05