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applicants
Administrative and Operations Associate
at The Campaign for Tobacco-Free Kid in Washington, DC
The Administrative and Operations International Associate’s primary responsibility is to support the daily program and operational needs of the International Program, which is focused on reducing global tobacco consumption. The Associate provides both administrative and operational support to the Vice President for International Programs. S/he will be responsible for tracking overall department work and ensuring that internal deadlines are met and deliverables are completed. Responsibilities also include the preparation and tracking of international budgets and monitoring of program expenses and providing periodic support to other members of the International Management team. This position reports to the Vice President, International Programs.
The ideal candidate should have strong project and financial management skills and experience, superior organizational and communication skills, solid writing abilities, and prior budgeting experience. The candidate must have 5-7 years experience coordinating complex projects and budgets and be comfortable with supporting key administrative functions as needed. Interest in progressive issues, commitment to public health, and international experience a plus.
Responsibilities:
1.Coordinates day-to-day operational aspects of the international program, including scheduling and preparing for meetings, conferences, and group retreats;
2.Tracks department expenses and prepares budget analysis for the Vice President and International Management Team;
3.Supports and prepares for meetings by preparing preliminary agendas, ensuring the preparation of relevant background materials, taking minutes from the meeting and circulating them to the group in a timely fashion;
4.Manages the schedule of the Vice President, setting up meetings, preparing background materials and information, and assisting with follow-up;
5.Makes all travel arrangements for Vice President’s international and domestic travel, including working with relevant vendors, Department Heads, and in-country staff to finalize the Vice President’s itinerary, prepare travel briefing materials, and complete all logistical aspects related to the trip;
6.Ensures that all documents submitted for approval of the Vice President have all necessary supporting documentation, have appropriate signatures, and in the case of expenses and invoices are accurately coded;
7.Works with department heads to submit reports in a timely fashion, periodically sending reminders and following up, as appropriate; Reviews deliverables to ensure that they are prepared consistently with the requirements set out by the Vice President;
8.Assists in the preparation of department and donor reports, including the preparation of Bloomberg Initiative quarterly and annual program and financial reports;
9.Arranges for travel and logistical support for department-wide or department sponsored meetings, events, and workshops;
10.Provides ongoing administrative support, including screening phone calls, maintaining the Vice President’s contact database, organizing and maintaining physical and electronic international program files and drafting routine correspondence;
11.Keeps annual calendar for the entire department and ensures that it remains up-to-date regarding travel, internal meetings, and external events relevant to the work of the entire team; and
12.Works on special projects, as needed.
Skills Required
•Proficiency with Microsoft Word, PowerPoint and Outlook database required.
•Mastery of Microsoft Excel and comfort with Preparing and Reviewing Spreadsheets.
•5-7 years related experience in administrative support.
•Excellent organizational skills.
•Ability to work independently and to organize schedules and information efficiently with an attention to detail.
•Ability to work in a fast-paced environment with a diverse group of people to juggle and meet deadlines.
•Excellent oral and written communication skills.
•Fluency in a language other than English is highly valued.
•Interest in and commitment to public health and international work experience a plus.
To Apply
To apply for this position, please email a cover letter, including salary history, and attach your resume to: jobs@tobaccofreekids.org . Please reference the position code ADMO-08 in the subject line of your email. Resumes will be accepted until the position is filled.
The Campaign for Tobacco-Free Kids is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity.
The Campaign for Tobacco-Free Kids is a leader in the fight to reduce tobacco use in the United States and around the world. By changing public attitudes and public policies on tobacco, the Campaign works to prevent kids from smoking, help smokers quit and protect everyone from secondhand smoke. A non-profit organization established in 1996, the Campaign works with more than 130 organizational partners, including public health, medical, education, civic, corporate, youth and religious organizations. The Campaign does not accept any government or tobacco industry funding.
The ideal candidate should have strong project and financial management skills and experience, superior organizational and communication skills, solid writing abilities, and prior budgeting experience. The candidate must have 5-7 years experience coordinating complex projects and budgets and be comfortable with supporting key administrative functions as needed. Interest in progressive issues, commitment to public health, and international experience a plus.
Responsibilities:
1.Coordinates day-to-day operational aspects of the international program, including scheduling and preparing for meetings, conferences, and group retreats;
2.Tracks department expenses and prepares budget analysis for the Vice President and International Management Team;
3.Supports and prepares for meetings by preparing preliminary agendas, ensuring the preparation of relevant background materials, taking minutes from the meeting and circulating them to the group in a timely fashion;
4.Manages the schedule of the Vice President, setting up meetings, preparing background materials and information, and assisting with follow-up;
5.Makes all travel arrangements for Vice President’s international and domestic travel, including working with relevant vendors, Department Heads, and in-country staff to finalize the Vice President’s itinerary, prepare travel briefing materials, and complete all logistical aspects related to the trip;
6.Ensures that all documents submitted for approval of the Vice President have all necessary supporting documentation, have appropriate signatures, and in the case of expenses and invoices are accurately coded;
7.Works with department heads to submit reports in a timely fashion, periodically sending reminders and following up, as appropriate; Reviews deliverables to ensure that they are prepared consistently with the requirements set out by the Vice President;
8.Assists in the preparation of department and donor reports, including the preparation of Bloomberg Initiative quarterly and annual program and financial reports;
9.Arranges for travel and logistical support for department-wide or department sponsored meetings, events, and workshops;
10.Provides ongoing administrative support, including screening phone calls, maintaining the Vice President’s contact database, organizing and maintaining physical and electronic international program files and drafting routine correspondence;
11.Keeps annual calendar for the entire department and ensures that it remains up-to-date regarding travel, internal meetings, and external events relevant to the work of the entire team; and
12.Works on special projects, as needed.
Skills Required
•Proficiency with Microsoft Word, PowerPoint and Outlook database required.
•Mastery of Microsoft Excel and comfort with Preparing and Reviewing Spreadsheets.
•5-7 years related experience in administrative support.
•Excellent organizational skills.
•Ability to work independently and to organize schedules and information efficiently with an attention to detail.
•Ability to work in a fast-paced environment with a diverse group of people to juggle and meet deadlines.
•Excellent oral and written communication skills.
•Fluency in a language other than English is highly valued.
•Interest in and commitment to public health and international work experience a plus.
To Apply
To apply for this position, please email a cover letter, including salary history, and attach your resume to: jobs@tobaccofreekids.org . Please reference the position code ADMO-08 in the subject line of your email. Resumes will be accepted until the position is filled.
The Campaign for Tobacco-Free Kids is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity.
The Campaign for Tobacco-Free Kids is a leader in the fight to reduce tobacco use in the United States and around the world. By changing public attitudes and public policies on tobacco, the Campaign works to prevent kids from smoking, help smokers quit and protect everyone from secondhand smoke. A non-profit organization established in 1996, the Campaign works with more than 130 organizational partners, including public health, medical, education, civic, corporate, youth and religious organizations. The Campaign does not accept any government or tobacco industry funding.
Published at 02-09-2010
Viewed: 73 times
Viewed: 73 times
