Coordinator, Global Program Support

Location
United States- Arlington, VA Headquarters
Posted
Sep 11, 2017
Closes
Sep 30, 2017
Function
Management
Industry
Associations
Hours
Full Time

COORDINATOR, GLOBAL PROGRAM SUPPORT

Conservation International (CI) has been protecting nature for the benefit of all for over 30 years. Through science, policy, and partnerships, CI is helping build a healthier, more prosperous and more productive planet. 

POSITION SUMMARY:

Global Program Support (GPS) provides the link between Arlington and the Field Divisions — ensuring transparent communication flow, promoting cross-divisional collaboration, aligning programs to institutional strategies, and solving unique problems. The team serves as an institutional resource, especially for our field programs.

The Global Program Support Coordinator provides administrative, clerical and operational support to the GPS team and field divisions to ensure the utmost organization and efficiency in operational and administrative processes. The Coordinator is responsible for managing the clerical, administrative and operations elements of the team.

The Coordinator must have the ability to make independent judgments related to administrative and project matters and communicate effectively with all levels of management inside CI. The position requires strong relationship-building skills, and a keen attention to detail. This position will require a broad and comprehensive knowledge of CI’s policies, standard operating procedures and values.

The Coordinator must have the ability to multi-task and work effectively in a fast-paced environment with multiple priorities and competing needs. S/he must work extremely efficiently, be responsive and communicative, have excellent organizational skills, and work well under tight deadlines.

RESPONSIBILITIES:

 Office and Administrative Management – 50%

  • Support colleagues’ travel arrangements, including researching itineraries, purchasing tickets, and assisting with visas.
  • Schedule meetings and organize related resources and logistics.
  • Office space management.
  • Manage office supplies inventory and procurement.
  • Manage archive storage and file management.
  • Manage online SharePoint site and document files.
  • Manage mail and shipping.
  • Process travel expense reports.
  • Collaborate with other coordinators and executive assistants as needed.
  • Support other related duties as assigned.

Special Event Support – 30%

  • Actively participate in the logistics and coordination of annual institutional event – Learning Week as well as Global Exchange Program.
  • Support all aspects of event logistics, including venue research and selection and pre-event planning efforts.
  • Assist with visas, accommodation, and international travel logistics for participants.
  • Support the development of materials and collateral.
  • Research and liaise with vendors.
  • Perform related duties as assigned.

Field Division Administrative Support – 20%

  • Administrative support responsibilities that include but are not limited to, maintaining calendars and lists, managing data, archiving documents, and other related activities.
  • Act as point of contact during field division executive travel.
  • Provide assistance to field division staff in procurement and shipping.
  • Assist with visas, accommodation, and international travel for field division executive staff coming to HQ.
  • Support other related duties as assigned.

WORKING CONDITIONS:

  • This position is located in the Arlington, Virginia HQ office.
  • No travel is expected.

QUALIFICATIONS:

Required

  • Minimum of 3 years of professional administrative assistance.
  • Excellent organizational and prioritization skills.
  • Resourcefulness and ability to work proactively.
  • Force of presence: ability to accomplish complex assignments requiring cross-organizational cooperation.
  • Strong verbal and written communication skills, with the ability to effectively communicate with individuals from a variety of disciplines, cultures and backgrounds.
  • Flexibility and willingness to work in situations of flux; ability to work in a fast turn-around environment.
  • Strong work ethic and willingness to take ownership for wide-ranging responsibilities.
  • Utmost professionalism and discretion.
  • Strong computer skills and knowledge of Microsoft Office software, Mac systems, and Adobe Suite products.
  • Ability to take initiative and anticipate needs.
  • Willing to invest the time to get the job done.
  • Strong writing skills.

Preferred

  • Bachelor’s degree in environmental studies, natural resources, resource economics, business administration, cultural studies, or related field.
  • Fluency in one or more major foreign language(s), e.g., French, Spanish or Portuguese.
  • Desire to learn about all aspects of the organization.
  • Good sense of humor.
  • Commitment to quality service.

To apply please submit your resume and cover letter.

Conservation International is an Affirmative Action/ Equal Opportunity Employer of minorities, females, protected veterans, and individuals with disabilities.  It is the policy of CI to afford equal employment opportunity to all employees and applicants for employment. CI offers reasonable accommodation in the employment process for individuals with disabilities.  If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.  If you require an application accommodation due to a disability, please e-mail your request to applyhelp@conservation.org and include "accommodation" in the subject line.