CARE is an international NGO with local staff and community partners in 100 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from disaster response to food and nutrition to education and work for women and girls to healthy mothers and children. CARE puts women and girls at the center of everything we do because when they have equal access to resources, they lift their families and communities out of poverty. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for 75 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us, and Fight with CARE.
Work Location : US - Atlanta, GA Type of Post : Not Applicable
Other Possible Location : Funding : APPROVED
Expected Travel : up to 10% Type of Contract :
Language Requirement : ENGLISH Application Deadline :
Employee Duration : Active Full-Time
Senior Executive Coordinator
This key position is responsible for providing the Chief Operating Officer with administrative, coordination, and project management support. Daily responsibilities include managing the COO's calendar preparing a daily check-out and briefing book, making travel arrangements and preparing travel reimbursements; tracking the submission of timecards for the COO's direct reports; tracking needed approvals for the COO for reimbursements and other expenses; conference and meeting planning and taking and preparing notes for selected meetings.
The Senior Executive Coordinator handles internal communications across the CARE global ecosystem and external communications with numerous outside contacts and vendors. S/he will also be a project consolidation point for information related to tasks given to the members of CARE’s Program Leadership Team (PLT) and Program Operations Leadership Team (POLT). The Senior Executive Coordinator works independently providing executive support and project coordination on a daily basis. This position requires an ability to work in a fast paced, high stress, and dynamic environment. It maintains and enhances high levels of support in at increasing levels of complexity and growing scope of coverage and sophistication. This position also requires constant interaction with the Global Management Team to resolve a variety of issues in order to meet the growing needs of the organization. The successful candidate is detail oriented, able to manage multiple tasks simultaneously, highly organized, and can prioritize work effectively.
Job Responsibility 1: Administrative/Strategic Support
Provide wide-ranging administrative and strategic support to COO. Organize, prioritize and arrange meetings, including weekly Program Leadership, Program Operations Leadership meetings, and the COO’s one-on-one meetings with direct reports. This includes coordinating with senior leaders of CARE to identify agenda items for discussion, synthesizing highlights of meeting discussions, and following up when necessary to expedite and facilitate action.
Schedule appointments, develop travel itineraries and related travel arrangements, prepares expense reports, arranges conference calls and, schedules and develops agenda items. When needed, compile and circulate minutes primarily for meetings led or assigned by the COO. Coordinate special events, arranging for logistics, and other activities required in support of the COO.
Manage requests for office supplies, manage requisition process, maintenance agreements, vendor contracts, and ensure proper coding and storage of all pertinent paperwork.
Compose and/or edit draft announcements, emails, and other correspondence.
Monitor and respond to email on behalf of COO in a manner consistent with and based on COO’s expectations and personal style. Responses may include directing requests to other teams, initiating work on projects, and adjusting meetings and schedules.
Provide calendar and administrative support as needed for Chief of Staff (10% of time), collaborate with the Office of the President on special events and provide CEO with administrative support in the event it is needed.
Job Responsibility 2: Executive Assistance
Maintains a thorough knowledge of CARE’s distributed organization and standards in order to offer superior response and accurate guidance.
Provide regular operating status reports to COO as needed, assisting the COO during operational reviews through follow up on assigned performance tasks and deadlines.
Responsible for the timely preparation and presentation of materials for key external and internal meetings involving the COO.
Regularly supports the COO in dealing with confidential or sensitive personnel or other organizational matters appropriately and with a high level of discretion.
Design, develop, and maintain paper and electronic filing systems for the Office of the COO’s document assets, manuals, reports, procedures, and policy documents.
Organize, maintain and report on the leave records of the COO’s direct reports.
Act as a trusted advisor to help advance, implement, and achieve organization objectives and desired outcomes; use business and subject matter expertise to provide practical and relevant ideas and insights.
Assist in the preparation of the budget; monitor and provide reporting on expenditure. Research variances and partner with Finance to resolve errors and omissions.
Works with appropriate cross-functional teams to prepare, format, edit, proof-read and coordinate documents and presentations for internal and external meetings; ensure all documents are delivered according to CARE’s brand standards. Ensure timely follow up of all action items.
Use management Information Systems and other CARE applications to provide data for Executive decision making,
Job Responsibility 3: Project Management:
Responsible and accountable for managing projects as assigned, demonstrating management and leadership abilities to maintain momentum and move work forward intuitively.
Projects include support COO in establishing task forces and work streams to address immediate and urgent issues in crisis and non-crisis situations. This includes identifying work group members, creating work agenda, synthesizing meeting discussions, and ensuring that follow-up actions are undertaken expeditiously.
Effectively negotiate deadlines when necessary and communicate changes to manage expectations.
Coordinate work with other national and global teams. Have an expert understanding of CARE’s network of business support services in order to delegate work requests and partner with other national, global and local teams as appropriate to deliver work effectively.
Accurately and proactively assess requirements for each project/request. Communicate effectively with requestors and service providers at all times, addressing questions or issues promptly and professionally.
Prepare briefing memos and relevant updates for COO on outstanding projects, identifies issues, develops contingencies and suggests remedies.
Produce superior work in a fast-paced environment, meeting deadlines and expectations for quality.
Job Responsibility 4: Internal Liaison:
Coordinate support for a collective group of cross functional stakeholders by applying advanced technical skills and knowledge to use business applications, tools and processes to effectively share and complete work as a team in a seamless, efficient manner.
Develop and share new and innovative solutions which can be applied as best practices; demonstrate forward-thinking and creative ideas to enhance the operation and overall service delivery.
Coordinate with Mailroom Staff on the stocking of supplies. Coordinate with other departments including IT, HR, and Procurement to ensure set up for new staff. Sort and distribute incoming and inter-departmental mail to the division.
Build positive and productive relationships with leadership, peers and engagement teams, and in all functions at all levels.
Promote a teaming culture with shared goals and responsibilities; leverage strengths, specialized skills and diverse perspectives to help create a high-performing team.
Professional Experience and Qualifications:
5+ years’ experience as SEC to Senior Management
Strong personal interest and commitment to CARE's mission and vision
Excellent written and spoken communications
Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully and maintains confidentially
Ability to adapt to frequent changes, manage competing demands and is able to deal with delays, or unexpected events
Team player, able to work independently as well as with others
Friendly, personable and able to build harmonious working relationships with clients, co-workers and the general public.
Able to exercise diplomacy, tact and good judgment in recognizing scope of authority and in protecting confidential information.
Emotional maturity required.
Highly organized and able to prioritize tasks; ability to plan work activities and use time efficiently
Practical experience and strong facility with Microsoft Office applications and design/presentation, and/or database applications
Strong technical problem-solving skills with standard office computer functionality issues, peripherals and telecoms tools required
Able to perform support duties with deliberate speed and accuracy and without immediate and constant supervision
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