this position is no longer available

Position summary

This position will perform administrative duties and will work closely with the Global Philanthropy leadership and the team. It also requires the ability to maintain confidentiality, exercise sound independent judgment and take initiative.

Responsibilities

The Administration Coordinator is a key member of the Global Philanthropy team who wears numerous hats. The position is responsible for keeping track of various projects and activities by providing daily administrative support to the Global Philanthropy team.

The successful candidate will have a pleasing, helpful personality and have a pleasant phone manner. They must have excellent oral and written communication skills, be highly organized, detailed oriented and accurate, and be able to multi-task, prioritize, meet deadlines and work in a fast-paced office environment. It is essential that the Administration Coordinator communicate effectively with a diverse spectrum of groups and individuals. The position has significant administrative responsibilities in addition to supporting the team placed offsite.

Specific Responsibilities Include

• Manage the departmental scheduling, meetings, travel related planning for the leadership and as needed for the offsite staff
• Manage team retreat and regular staff meeting – manage the preparation and all the logistics
• Manage the calendar for the department and for senior leaders of Global Philanthropy
• Help the travelling staff in settling their travel accounts, and other corporate card related matters
• Help the leaders in the preparation of presentation materials (spreadsheet, PP and etc.,) for meetings
• Coordinate and help with the preparation of departmental budget, manage the payment and invoices for the team
• Help with planning and logistics for onboarding new employees to the department
• Provide the information needs for staff based offsite and coordinate with the relevant groups in CI and provide them the information
• Help coordinate meetings with outside consultants and marketing agencies
• Manage the timesheet for all the staff in the department
• Help with project management and coordination
• Assist and support donor correspondence collateral distribution, mailing and other campaign support tasks.
• Other duties as assigned by leadership

Personal Characteristics & Qualifications

• Excellent oral and written skills and keen use of technology
• Strong interpersonal and customer service skills
• Organizational and problem-solving skills, ability to exercise initiative
• Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), Outlook and facility with mail merge, tables and charts
• Strong attention to detail, accuracy and ability to juggle multiple priorities effectively
• Personal enthusiasm, optimism and a sense of humor
• Some evenings and weekend work may be required, as well as minimal international travel
• Commitment to Children International’s mission