The Executive Assistant’s primary responsibility is to support the daily program and operational needs of the Campaign’s Global Programs. The Assistant provides both administrative and operational support to the EVPGP. S/he is responsible for tracking overall department work and ensuring that internal deadlines are met and deliverables are completed. Responsibilities also include the preparation and tracking of international budgets, monitoring of program expenses, and providing periodic support to other members of the International Management Team.
Coordinate day-to-day operational aspects of the work of the overall international program, by providing administrative support to the EVPGP, including: screening of phone calls, organizing and maintaining physical and electronic files, and the tracking of grants and contracting process;
Assist with the preparation of department meetings, conferences, and retreats, including making all travel and other logistical arrangements for meeting venue, preparing background materials for meetings, taking notes and assisting with meeting follow-up;
Assist with annual program planning progress, by working with the EVPGP to develop planning schedule and ensure timely submission of strategy papers, work plans and budgets by department heads;
Ensure that all documents submitted for approval of the EVPGP, have all necessary supporting documentation, appropriate signatures, and in the case of expenses and invoices are accurately coded;
Work with the EVPGP and the finance department to track department expenses and prepare budget analysis for the EVPGP and International Management Team;
Manage the schedule of the EVPGP by setting up meetings, collecting relevant background material and information;
Make all travel arrangements for EVPGP. This includes working with relevant travel agents and other vendors to attain visas and other travel relevant documentation, complete all logistical aspects related to the trip; work with department heads and in-country staff to finalize the EVPGP’s itinerary and prepare travel briefing materials; prepare and submit travel expense reports for EVPGP’s signature.
Work with department heads to submit reports in a timely fashion, periodically sending reminders and following up, as appropriate. Review deliverables to ensure that they are prepared consistently with the requirements set out by the EVPGP.
Assist in the preparation of department and donor reports, including the preparation of Bloomberg Initiative quarterly and annual program and financial reports.
Keep annual calendar for the entire department and ensure that it remains up-to-date regarding travel, internal meetings, and external events relevant to the work of the entire team.
Works on special projects, as needed.
Provide administrative support to other department heads, as directed by the EVPGP.
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.
Superior organizational skills.
Excellent oral and written communication skills.
Strong project and financial management skills.
Demonstrated attention to detail.
Ability to work in a fast-paced, team-oriented environment while juggling multiple projects and deadlines.
Ability to take initiative and work independently.
Ability to organize and arrange information, schedules, etc.
Ability to organize schedules and information efficiently with exceptional attention to detail.
Interest and commitment to public health and international work.
Five (5) years experience coordinating complex projects and budgets, supporting key administrative functions, managing projects and finances, and budgeting.
International experience preferred.
Foreign language proficiency preferred.
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.