Project Manager & Executive Assistant to the Chief Operating Officer

$64,000 - $76,000/Yr

Mercy Corps - Washington, DC

Full-time - Mid Level

Washington, DC

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Project Manager & Executive Assistant to the Chief Operating Officer (COO) at Mercy Corps plays a crucial role in providing high-level executive and administrative support to the COO. This position is designed to maximize operational efficiency and effectiveness within the organization, focusing on process efficiencies and change management. The Project Manager & Executive Assistant will be responsible for managing the COO's complex travel schedule, coordinating meetings, and ensuring that all necessary documentation is prepared and disseminated in a timely manner. This role requires a strong understanding of Mercy Corps' mission and the ability to work collaboratively with various teams to support the COO's initiatives. In addition to administrative support, the Project Manager & Executive Assistant will lead management for key departmental and interdepartmental projects. This includes developing planning, sequencing, and tracking systems to ensure that projects are executed efficiently. The role also involves preparing the COO for board meetings and external engagements, compiling briefing materials, and creating professional reports and presentations. The successful candidate will demonstrate excellent communication skills, both verbal and written, and will be adept at summarizing complex information into clear, concise formats. The position may be based remotely but requires the ability to work on United States East Coast Time. The Project Manager & Executive Assistant will also be expected to adapt to changing conditions and requirements, demonstrating flexibility and creativity in problem-solving. This role is integral to the success of the Office of the COO and will contribute to the overall mission of Mercy Corps by ensuring that the COO is well-supported in their efforts to lead the organization effectively.

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 note-taking 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 supporting 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 in project management and event planning.
• Familiarity with nonprofit sector operations and challenges.
• Proficiency in additional software tools for project management and communication.

Benefits

• Competitive salary range of $64,000 - $76,000 based on experience.
• Opportunity for remote work with flexible hours.
• 5% of work time dedicated to personal and professional development activities.