Project Manager & Executive Assistant to the Chief Operating Officer

$64,000 - $76,000/Yr

Mercy Corps - Portland, OR

Full-time - Entry Level

Portland, OR

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Project Manager & Executive Assistant at Mercy Corps plays a crucial role in providing high-level executive and administrative support to the Chief Operating Officer (COO). This position is designed to enhance the operational efficiency and effectiveness of the organization by ensuring that the COO's schedule, travel, and project management needs are met with precision and professionalism. The Project Manager & Executive Assistant will be responsible for coordinating and maintaining the COO's complex travel schedule, managing expense reports, and assisting with visa applications and itineraries. This role requires a proactive approach to liaising with both HQ and global teams to facilitate communication and follow-up on key inter-team meetings. In addition to administrative support, the Project Manager & Executive Assistant will participate in high-level meetings, taking notes and managing action points while maintaining confidentiality. They will also be tasked with planning and logistical support for key meetings, conferences, and training events, ensuring that all necessary documents are prepared and disseminated. The role demands strong organizational skills to maintain trackers, calendars, and internal web content for the office of the COO, as well as managing signature needs in a timely manner. On the project management front, the Project Manager & Executive Assistant will lead management for key departmental and interdepartmental projects owned by the COO and the Senior Director of Operations Management. This includes developing planning, sequencing, and tracking systems to ensure efficient project execution. The successful candidate will drive effective teamwork and collaboration across multiple stakeholder groups, providing information and follow-up on inter-team projects and initiatives. Furthermore, the Project Manager & Executive Assistant will prepare the COO for board meetings and external engagements, compiling briefing materials and PowerPoint presentations as needed. This role does not have supervisory responsibilities but requires a high level of accountability and professionalism in representing Mercy Corps at all times. The position may be based remotely but requires working on United States East Coast Time, with the option to work from the Washington, DC office if desired.

Responsibilities

• 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.
• 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.
• 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.

Requirements

• 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 Office 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.

Nice-to-haves

• Experience managing projects and events.
• Familiarity with nonprofit sector operations and challenges.

Benefits

• Competitive salary range of $64,000 - $76,000, commensurate with experience.
• Opportunity to work in a diverse and inclusive environment.
• 5% of time dedicated to learning activities for personal and professional growth.
• Remote work flexibility with the option to work from the Washington, DC office.