We're Hiring an Administrative Assistant

Updated: Jul 17


PVBLIC Foundation is in the process of building a team of highly qualified professionals focused on managing and expanding our suite of programs and accelerating impact while increasing and diversifying worldwide philanthropic revenue.


The Foundation is currently looking for an organized, reliable, hard-working Administrative Assistant.


Overview:


The Administrative Assistant’s primary responsibility is to provide high quality, core administrative support to both the Executive Committee and the President of PVBLIC Foundation.


We are seeking a proactive, enthusiastic, high energy, and personable individual who is passionate about PVBLIC’s mission to mobilize media, data and technology for sustainable development, and especially motivated to have an impact through their contributions to the larger team. The role requires team building, collaborative spirit and ability to partner with colleagues across the foundation.



Major Responsibilities:

  • Provide support to the Executive Committee and President of PVBLIC Foundation, including but not limited to: being responsible for their calendar and meeting requests (including those with high-level donors, board members, and partners); collecting information and preparing meeting agendas; handling project timelines; coordinating travel arrangements for the team; supporting consistent flow of information from leadership to team members; drafting and collecting team updates for cross-departmental distribution; coordinating IT and Office Services support; running logistics for internal and external meetings (reserving conference rooms and setting up IT support); crafting travel itineraries and making travel arrangements; providing operational support; and liaising with finance team (tracking budgets and processing expenses).

  • Collaborate with the Executive Chairman and President on various projects and attend relevant meetings; follow up on pertinent action items.

  • Assist as necessary in the organization, support and coordination of meetings and conferences. This includes taking accurate meeting minutes and sending email follow ups.

  • Track the distribution of relevant partner communications, internal information, and email correspondence to colleagues and other partners.

  • Assist and develop reports or projects as needed.

  • Maintain accurate contact information and run other team-wide materials, systems, and projects.

  • Manage the administrative needs of the wider organization of this team including but not limited to subscriptions, annual calendar and events, tracking leave schedules and accruals, and other finance/accounting tasks.

  • Lead special projects as assigned or as a result of taking initiative to innovate existing processes and systems.


Candidate Profile:


The ideal candidate has experience managing financial accounts, solid communication skills, intellectual curiosity and agility, and a sincere interest in and understanding of philanthropy and sustainable development.

In addition to having a passion and energy for the mission and work of the PVBLIC Foundation, she or he will have strong relationship management skills and dedication to best practices.

The Administrative Assistant will possess the organization, focus, poise, and experience to work with many different actors internally at PVBLIC and externally with partners in the philanthropy, non-profit, government, and private sectors.



Key Working Relationships:


Position Reports directly to President & indirectly as needed to Executive Committee. Other Internal and/or external contacts: Works closely with other executive team members and departments as necessary.



Job Requirements:


Education: Bachelor’s degree or equivalent experience


Work Experience: At least two years working in a fast-paced office setting


Preferred:

  • Prior experience working in an administrative or coordination role

  • Basic budget/accounting experience

  • Experience working in a communications, non-profit, or international environment

  • Interest in international development and sustainability


Demonstrated Skills and Competencies:

  • Proven knowledge of Outlook and Gmail email and calendar; familiarity with complex scheduling

  • Solid Microsoft Office, MS Teams, Quickbooks and database management skills, comfort with Powerpoint; Adobe Acrobat Pro; Google Suite

  • Outstanding organizational and time management skills: the ability to work accurately and productively in a fast-paced environment and respond/adapt to shifting priorities

  • Excellent interpersonal skills and written and verbal communication skills: the ability to effectively interact with a variety of internal and external contacts with confidence and poise

  • Strong listening skills and outstanding attention to detail

  • The ability to work effectively in a dynamic team as well as take initiative independently

  • Dedication to respect and maintain confidentiality of information.

  • Strong passion for our mission


Language Skills: Bilingual, English and Spanish required.


Working Environment: This role requires working remotely full time. Applicants will need a home or alternate workspace where they can effectively complete their work during regularly scheduled hours and an environment where vídeo conferencing as needed can be managed efficiently.



For more information please contact us with your resume and cover letter describing why you would be a great fit for this role.

Email us at Careers@pvblic.org



About PVBLIC Foundation

PVBLIC Foundation is an innovative non-profit organization that mobilizes media, data, and technology for sustainable development and social impact around the world. The Foundation connects public, private, and nonprofit sectors, plugging innovations into social agendas and helping governments, NGOs, and intergovernmental organizations amplify their impact through original programs, creative partnerships, and strategic donor funds. The foundation has managed programs and partnerships that have reached more than a billion people in 125 countries and inspired global action on the Sustainable Development Goals (SDGs).


Official website: pvblic.org


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