Executive Assistant to the Chief Operating Officer
Description
Location: Washington, DC or remote US location maintaining US East Coast hours
Current unrestricted US work authorization is required at the time of application for this position.
Position Status: Full Time Regular
Starting Salary Range: $64,000 - $76,000, commensurate with experience
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.
The Program / Department / Team (Program / Department Summary)
The Office of the COO is designed to maximize Mercy Corps’ operational efficiency and effectiveness to achieve its vision. This Office of the COO is responsible for operational leadership, which will include process efficiencies and change management. The Office will focus on improving systems and operations with the goals of increased alignment, accountability, and the efficient allocation of resources as we work to execute the organization's new strategy.
The Position
The Project Manager & Executive Assistant will focus on providing high-level executive and administrative support to the Chief Operating Officer, including executive staffing, travel assistance, scheduling support, and project management. The Project Manager & Executive Assistant will build and maintain strong working relationships with colleagues, peer groups, senior leadership, and Mercy Corps’ Executive Leadership Team. They will quickly and effectively summarize complex information into clear, concise writing. The Project Manager & Executive Assistant will have a clear understanding of Mercy Corps’ mission and collaborative style of operation with the ability to work simultaneously on multiple tasks in a fast-paced environment supporting the COO with day-to-do project management. The Project Manager & Executive Assistant will be flexible and will have the ability to adapt to changing conditions and requirements.
Essential Responsibilities
ADMINISTRATIVE AND EXECUTIVE SUPPORT
- Provide primary administrative and executive support for the COO, including coordination and maintenance of her appointment and complex travel schedule, expense reports, visa applications, itineraries, etc.
- Liaise with the HQ and global teams to provide information and follow-up on key inter-team meetings.
- Provide planning and logistical support for key meetings, conferences and training events, including arrangement and preparation of venue, collection and dissemination of necessary documents, logistical support for participants and communication and required follow-up with all parties involved.
- Participate in high-level meetings involving the COO and manage notetaking and action points, while maintaining confidentiality.
- Maintain trackers, calendars and internal web content for the office of the COO.
- Maintain tracking and coordinate management of signature needs ensuring that signatures are handled in a timely way to relevant requestors.
- Provide proofreading, editing and formatting support for department documents.
- Liaise with internal and external stakeholders in implementing new projects and initiatives.
- Support internal and external COO communications.
PROJECT MANAGEMENT
- Lead management for key initiatives on departmental and interdepartmental projects owned by the COO and the Senior Director, Operations Management.
- Develop planning, sequencing and tracking of the above, including systems to do so efficiently. Steward and refine the COO key products, deliverables and tools including work plans and reports.
- Drive effective teamwork, communication, and collaboration across multiple stakeholder groups and liaise with the HQ, Regional Program Teams, and other global teams to provide information and follow-up on inter-team projects and initiatives.
- Support with proposal submissions and coordination with Regional Program Teams on issues letters, follow-on questions and other donor communications as needed.
BOARD OF DIRECTORS SUPPORT
- Prepare the COO for the board as well as external engagements, including support for and compilation of briefing materials, PowerPoint presentations, as needed.
- Support as required for Board of Director meetings, occasionally provide assistance to travel manager, miscellaneous administrative support.
- Prepare professional reports, summaries, and presentations as requested.
Supervisory Responsibility
None
Accountability
- Reports Directly To: Chief Operating Officer
- Works Directly With: Executive Leadership Team, Board Liaison, Executive Team, Senior Director - Operations Management, Regional Teams and Leadership, Safety & Security, Administration & Facilities, Global Procurement & Logistics, Global Audit, Ventures, and Innovation teams.
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 Qualifications & Transferable Skills
- BA in a relevant nonprofit field and international experience required.
- Professional experience support operations or support service initiatives
- 4+ years of professional experience in a fast-paced environment.
- Excellent interpersonal, verbal, research, and written communication skills.
- Strong writing and editing skills, significant expertise editing other people’s writing.
- Strong analytical skills and the ability to effectively gather and summarize large amounts of and at times, complex information from various sources.
- Prior experience with executive staffing, including executive meeting preparation, schedule management and travel arrangements strongly desired.
- 4+ years’ experience working as part of an Operations or Support Services Team for an international organization/nonprofit.
- Excellent computer skills required, including familiarity with the MS Officer 365 Suite including: MS Word, Excel, PowerPoint and Google tools.
- Ability to take initiative and complete work or solve problems with minimal guidance while prioritizing tasks across the department.
- Sensitivity, skill and experience with public relations and correspondence to a wide variety of public constituents including media, donors, U.S. Government officials and international delegates as 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 on sensitive matters.
Success Factors
The successful EA to the COO will demonstrate a healthy combination of professionalism and confidence in providing efficient support to Mercy Corps’ COO and senior Operations and Regional Program Team staff. They will possess excellent communication skills, both verbal and written, and will place a high priority on attention to detail and organization. They will have experience managing projects and events. The successful candidate will be able to work both independently and cooperatively and will effectively and accurately represent Mercy Corps at all times. They must demonstrate flexibility and creativity in planning and problem-solving, will have proven ability to learn quickly, take initiative, and be accountable for results in a fast-paced, fluid, and challenging work environment of many competing and changing priorities. An entrepreneurial spirit that is both creative and flexible is important.
Living Conditions
The position may be based remotely but will be expected to work on United States East Coast Time, and may work from Washington, DC office if desired.
Ongoing Learning
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 & Ethic
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 e-learning courses upon hire and on an annual basis.
As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.
Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.
Covid-19 Vaccine Policy for US-Based Employees
Mercy Corps has determined that, in an effort to protect the health, safety, and well-being of all Mercy Corps employees working in the United States, all U.S.-based employees must be fully vaccinated for COVID-19, regardless of prior COVID-19 infection status. This policy is necessary to ensure not only the safety of our workforce, but the ongoing functionality of the organization.
This policy will be revised as needed to comply with federal, state, and local requirements, and to respond to changing guidance from public health authorities.
For new employees this requirement goes into effect within 10 business days of employment. Team members that travel are expected to comply with host-country requirements, including vaccinations. Failure to comply may impact your employment. Proof of vaccination or exemption must be provided.