Senior Administrative Assistant
Compensation: $46,000+ DOE
About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.
Program / Department Summary
US Policy and Advocacy (USPA) houses subject matter experts that help set agency strategy and provide consultation – from resolving operational challenges in the field to working with fellow NGO colleagues on matters of collective advocacy – in some of the world’s toughest places. USPA team members provide critical policy guidance, share on emerging trends and areas for influence, foster close Congressional, Administration, and other external actor relationships, contribute to research, represent Mercy Corps to external audiences, and develop robust partnerships with NGO consortia and think-tanks. They cover a wide range of technical areas including food security, climate, peace and conflict, and country-focused portfolios for effective agency work. The USPA team is integral to providing in-depth policy analysis, relationship development, and contextual understanding of issues relevant to Mercy Corps’ work to the U.S. government.
The Sr Administrative Assistant is a core member of the USPA team, focusing on building centralized systems, tools and communications to support our widely diverse and global team. This person will balance their time with direct support to the Vice President providing high- level executive and administrative support, including travel assistance, scheduling and research/writing support. They will work proactively to build relationships with the USPA leadership team members to facilitate strong internal cohesion and collaboration and help to maintain knowledge and other management systems to enable the team to perform at the highest possible level in terms of workflow, results and creativity. This position also provides some back up support for management and administrative coordination of the DC office, including note taking at DC staff meetings and events management.
Essential Job Responsibilities
HIGH-LEVEL SUPPORT TO VICE PRESIDENT
- Provide primary administrative and executive support for the Vice President, including coordination and maintenance of her appointment and travel schedule, expense reports, visa applications, itineraries, etc.
- Assist the Vice President with preparation and compilation of briefing materials, presentations, as needed.
- Provide the Vice President with support for other key projects as needed.
SYSTEMS TEAM SUPPORT
- Support the Operations Manager in building and implementing centralized tools and structures for the USPA team.
- Take a lead role in initial onboarding of new USPA team members.
- Manage teams online tools (google folders, listservs, workplace).
- Maintain and continuously improve processes for efficient, transparent team management including scheduling, facilitating and managing regular all team meetings.
- Provide coordination and logistical support for USPA meetings, retreats and other technical events (scheduling, technology, note taking, follow up, etc.)
- Maintain and continuously improve systems for tracking and reporting on time, team results and budget, including some budget reconciliation functions.
- Facilitate communication and tracking of key team deliverables across 11 subject matter teams within USPA, including key deliverables relating to budgeting, annual planning, strategic compass reporting and other agency requirements.
- Opportunities for other USPA duties as assigned.
COMMUNICATIONS, KNOWLEDGE MANAGEMENT & RELATIONSHIP BUILDING
- Work with the Vice President and USPA Senior Director to maintain strong, dynamic communication within the USPA.
- Support the USPA’s standardization agenda
- Support logistics, information collection and writing for USPA regular communications.
- Support the Vice President and USPA in maintaining strong connections with field teams, agency leaders and other departments.
- Serve as the focal point for coordination of visitors (both internal and external to Mercy Corps), including setting up schedules and providing primary logistical support, including during annual Mercy Corps’ Board of Directors meetings.
SUPPORT FOR MERCY CORPS WASHINGTON OFFICE
- Facilitate regular DC office staff meetings; take notes, recording actions as needed and tracking their completion.
- Troubleshoot DC office administrative requirements in coordination with Mercy Corps office manager.
- “Backstop” office manager on other DC office support duties when needed.
Reports Directly To: The Senior Director of Policy and Advocacy, and meets regularly with VP on related executive assistant duties
Works Directly With: USPA leaders and team members, DC office manager, and other administrative staff, other Executive Assistants across the agency.
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualification & Transferable Skills
- A minimum of 2 years of professional experience in a fast-paced environment. Emphasis on administrative services highly preferred.
- B.A. or B.S. in a relevant field.
- Excellent interpersonal, verbal, research, and written communication skills.
- Strong analytical skills, able to work with, synthesize, interpret and meaningfully report on data using Excel, data visualization software, and other tools.
- Excellent computer skills required, including familiarity with MS Word, Excel, PowerPoint and Google tools, comfort with IT functions a plus.
- Multi-tasking, organizational, and prioritization skills.
- Prior experience with coordination and management of travel schedules and meetings desired.
- Ability to take initiative and complete work or solve problems with minimal guidance, self-starter.
- Sensitivity, skill and experience with public relations and correspondence to a wide variety of public constituents including media, donors, US Government officials and international delegates necessary.
- Demonstrated ability to work well under pressure and cooperatively with team members. The ability to take direction as well as work independently.
- Experience maintaining a high level of confidentiality required.
- Overseas, international, non-profit, and government experience and/or interest a plus.
The successful Sr Administrative Assistant will demonstrate a healthy combination of professionalism, confidence and good humor and have very strong oral and written communication skills. They will have a keen interest in learning the art of a support role, building relationships, creating culture, and supporting leadership towards success. The Sr Administrative Assistant will be able to multitask and prioritize in a fast-paced, fluid work environment. They should be detail oriented and organized, having the ability to handle a high volume of administrative work quickly, efficiently, accurately. They should possess a high standard for quality of products – both content and presentation. Strong candidates will have an ability to build working relationships with people of diverse backgrounds, work styles, and be a good networker. Candidates must have flexibility and creativity in problem solving. Capable of identifying and independently addressing team needs or areas for improvement. Finally, they should have an ability to handle confidential information and sensitive situations with tact, as well as an interest and ability to understand agency and team strategy and culture.
Living Conditions / Environmental Conditions
This position is based in Washington DC, work occasional evenings and weekends and some domestic travel. This position will report into the Washington, DC office with regularity and in accordance with our return-to-work policy when our HQ offices reopen.
Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.