Jobs

Executive Assistant, International Legal Consortium and South East Asia

SUMMARY DESCRIPTION
The Executive Assistant (EA) works directly with the International Program’s International Legal Consortium (ILC) and country teams for India, Pakistan, and Bangladesh (South Asia) to provide administrative support and assist with coordination of projects. The EA’s administrative responsibilities include: contract and grants management; coordination, preparation and minutes for meetings; routine correspondence; travel planning; maintaining files; selected switchboard and front desk duties; and other administrative duties as assigned. The incumbent also has the opportunity to coordinate projects that may include research and reports and meeting and conference coordination and logistics.

Primary Duties

  • Provide daily administrative support to the Director of the ILC.
  • Coordinate, prepare for, and minute ILC and South Asia country team meetings.
  • Track and follow-up on action items from meetings.
  • Support aspects of contract and grant process including screening of overseas organizations, transmission of documents, coordinating signatures, tracking status of grants and contracts and payment of all monthly invoices for South Asia contractors
  • Update, manage and maintain ILC and South Asia country team program schedules. Proactively identify upcoming events, deadlines and needs, and assist with associated coordination.
  • Summarize and prepare reports for funders based on the ILC’s Teamwork reports.
  • Manage production of documents for major department meetings as well as itineraries and associated paperwork.
  • Manage travel arrangements for the ILC and the South Asia country team staff through travel and visa vendors; provide consistent point of contact/build relationship with vendors.
  • Assist with the organization and coordination of team meetings, local and international seminars, conferences, and study tours. These duties will include managing invitations to external participants, arranging travel and visas for external participants, coordinating with hotels and other selected venues and taking overall responsibility for the smooth running of such events.
  • Assist with the preparation of monthly, quarterly and annual reports to funders.
  • Help develop presentations for use in internal and external meetings.
  • Assist staff of ILC and SE Asia country teams with other administrative and logistical needs as necessary.

Additional Responsibilities

  • Provide back up to the receptionist on a scheduled basis as well as on an as-needed basis.  This will typically include one hour (either opening or closing the switchboard) and lunch relief once a week as needed.  This includes greeting guests, answering phones, fielding general inquiries about industry-related matters, serving as an ambassador for the Campaign, scheduling conference rooms, and accepting packages or other deliveries.
  • Work as a team with other administrative staff.
  • Perform other duties as directed by the Executive Vice President, Global Programs; Director, International Legal Consortium; and Director, South Asia.

Requirements

  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, switchboard, and other office procedures and terminology.
  • Knowledge of and proficiency with a variety of computer software applications including Photoshop, Microsoft Word, Excel, Access, PowerPoint, and Outlook.
  • Excellent oral and written communication skills.
  • Ability to communicate and work with people from different countries, cultures and backgrounds.
  • Ability to organize schedules and information efficiently with exceptional attention to detail.
  • Familiarity with budgets and budgeting.
  • Strong organizational skills.
  • Proven history of dependability.
  • Demonstrated ability to exercise poise, tact, and diplomacy.
  • Ability to work in a fast-paced, team-oriented environment while juggling multiple projects and deadlines.
  • Ability to remain flexible and modify priorities as needed.
  • Interest in public health, commitment to public interest work, and international experience preferred.
  • Bachelor’s degree, preferably in a related field.
  • Two (2) to three (3) year’s administrative experience in non-profit environment, mid-sized organization, or related.
  • Proficiency in a foreign language preferred.

How to Apply:

To apply for this position, please email a cover letter, including salary history and resume to: .(JavaScript must be enabled to view this email address).  Please reference the position code:  EA-ILCSEA10 in the subject line of your email.  Resumes will be accepted until the position is filled. No Phone calls please.

The Campaign for Tobacco-Free Kids is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity. 

The Campaign for Tobacco-Free Kids is a leader in the fight to reduce tobacco use in the United States and around the world. By changing public attitudes and public policies on tobacco, the Campaign works to prevent kids from smoking, help smokers quit and protect everyone from secondhand smoke. A non-profit organization established in 1996, the Campaign works with more than 130 organizational partners, including public health, medical, education, civic, corporate, youth and religious organizations. The Campaign does not accept any government or tobacco industry funding.

 

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Tobacco by the Numbers


  • 480,000: Annual tobacco-related deaths in U.S.
  • $170 billion: Annual tobacco-related health care costs in U.S.
  • 5.6 million: U.S. kids under 18 alive today who will ultimately die from smoking (unless smoking rates decline)
  • Six million: Annual tobacco-related deaths worldwide
  • 600,000: Annual deaths worldwide caused by secondhand smoke
  • One billion: Worldwide deaths from tobacco this century unless urgent action is taken