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Associate Administration and Operations Public Affairs

Location
Washington, DC, United States

Posted on
Jun 13, 2022

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Associate, Administration and Operations, Public Affairs
Employment Opportunity - Washington, DC - Full Time
Position Overview
The Associate, Administration and Operations, Public Affairs, provides administrative and operations support to the Public Affairs team; as well as administrative support to the Chief Communications Officer with specific responsibility for scheduling and travel planning. S/he is responsible for coordinating team resources, materials, and key internal communications products.
This position is based in Washington, D.C. (Hybrid schedule)
Essential Functions
Coordinate the calendars of the Chief Communications Officer and Senior Director, Integrated Communications to ensure that meetings are properly organized; prepare participants by disseminating the appropriate agenda and creating briefings when needed
Coordinate all aspects of travel arrangements for key staff and stakeholders in a timely and detailed manner (i.e., preparing appropriate forms for travel approval, making all air, hotel, and ground transportation arrangements, scheduling meetings when needed), including providing detailed itineraries
Prepare travel and expense reimbursements and expense reports for the Chief Communications Officer
Write, review, and disseminate materials, such as communication with partners, internal and external memos, correspondence, and briefings, and operational documents as required by senior leadership of the Public Affairs team
Support the Weekly Forecast process, collecting internal communications updates and disseminating to all staff each Monday
Support on updating and disseminating PA team resources such as SOPs, onboarding packets, Salesforce, Basecamp, Airtable, news & software subscriptions, planning templates, and all other PA operational materials
Help coordinate calendars and organize meetings for the Public Affairs team and/or meetings with external vendors/partners
Take thorough meeting notes and disseminate as required
Manage incoming and outgoing correspondence for the department’s executive team and ensure that all correspondence is opened on a daily basis, distributed as appropriate, and items are tracked for follow-up by appropriate staff
Coordinate with the ID, CRM, and Finance teams to monitor the general UNF customer query inboxes alongside the Senior Associate, Communications Operations
Conduct research as needed for members of the department’s executive team
Maintain and order supplies and marketing materials for the PA team
Plan meetings and special events, including ordering supplies and catering as needed, and staffing special events as needed
Support team community via social elements and onboarding welcomes, as needed by supervisor and team leadership
Process department invoices and payment requests
Manage resources and processes for award applications, as needed by senior team leadership
Draft Letters of Invites (LOIs) and contracts as assigned, under the supervision of the Director, Communications Strategy & Operations
Assist with other aspects of the Public Affairs operations team as needed including master calendar support, external vendor and partner correspondence, recruitment, events team support, and internal communication with other teams at the UN Foundation
Grow into project management opportunities, as bandwidth allows, in support of the PA team
Other duties as assigned
Selection Criteria
Bachelor’s degree required
One to two years of experience in a professional office environment preferred
Administrative, secretarial, or operations experience preferred
Excellent communication, organizational, research, and writing skills required
Demonstrated project management skills required
Proficiency in Microsoft Office Suite required, including Outlook, Word, Excel, and PowerPoint
Experience with Salesforce, Basecamp, Brandfolder, and Airtable platforms a plus
Experience with confidentiality and handling sensitive information
Exceptional customer service orientation required
Demonstrated ability to manage multiple competing priorities, and strong attention to detail
Submission of writing samples is part of the recruitment process for this role
Ability to work independently; ability to work as part of a team
Ability to meet regular attendance/tardiness policy
Benefits & Compensation
For full-time, benefit eligible employees, UNF offers an excellent range of benefits, including:
a choice between two health plans through UnitedHealthcare (PPO or HDHP with HSA)
dental insurance
vision insurance
flexible spending accounts
403b retirement savings plan with a generous matching contribution
group term and supplemental life insurance
short-term disability
long-term disability
health club discounts
commuter subsidy
back-up care
employee assistance program
Additionally, all benefit eligible employees have 12 paid holidays, 20 vacation days, 10 sick days, 3 personal days, and 8 weeks of family leave care.
The **MEMBERS ONLY**SIGN UP NOW***. is proud to be an equal opportunity and affirmative-action employer. The **MEMBERS ONLY**SIGN UP NOW***. provides equal employment opportunity to all employees and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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