Employment and Volunteer Opportunities

Full Time Positions

Executive Assistant

General Summary: This position is responsible for providing high-level executive, administrative, and managerial support to the President and CEO in the execution of her roles and responsibilities. The ideal candidate will have the acumen to handle complex situations and multiple responsibilities simultaneously, mixing long term projects with the urgency of immediate demands of the organization’s operations, and be willing to assist with other departments and organizational needs as necessary. 

Duties and Responsibilities:

  • Exert management and oversight of the President and CEO’s office to concentrate her time, effort, and priorities on strategic and fundraising initiatives
  • Maintain the President’s official calendar, coordinate travel logistics, update contact lists
  • Prepare routine high level correspondence including letters and memos, summarize information and written material
  • Monitor, respond to, and distribute incoming correspondence and communications to the President and CEO’s office
  • Facilitate the management of internal and external communications (to and from the Office of the President) to ensure responsive and timely attention to needs of all staff
  • Assist the President and CEO to schedule and manage meetings within the organization
  • Compile and reconcile expense reports for the President and CEO 
  • Record, transcribe, and disseminate minutes from the President and CEO’s meetings and distribute minutes in a timely manner to support consistent communication and record keeping
  • Serve as a point of contact for the organization’s Board of Directors and other leadership personnel
  • Keep clear records of all board member and leadership contact information in a database as well as board meeting minutes and agendas
  • Answer and route telephone calls and inquiries from the public
  • Responsible for administrative matters pertaining to supplies, equipment, and travel including purchasing and maintaining records
  • Log all incoming mail/payments and follow standard operating procedures to process them
  • Perform other related duties and additional tasks as assigned

Qualifications:

  • Bachelor’s degree required; a degree with an international focus strongly preferred
  • Minimum of two years’ work experience in busy executive office
  • Experience in handling a wide range of administrative and executive support related tasks
  • Experience with making international and domestic travel arrangements and preparing detailed itineraries and agendas for executives
  • Experience with handling high level executives and officials preferred (e.g. federal and local government officials/employees, embassy and consulate officials/employees, etc.)
  • Experience in collaborating with finance and program teams in preparation for meetings
  • Detail oriented individual with the ability to work collaboratively, accept responsibility, and motivate colleagues, members, volunteers, and donors
  • Ability to plan, prioritize, and coordinate multiple projects
  • Well-organized, flexible, and enjoys the administrative challenges of supporting a small office of diverse staff and programs/departments
  • Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality
  • Excellent oral, written, and interpersonal communications skills
  • Demonstrated capacity to be detailed-oriented, function independently, and exercise discretion and judgment with sensitive matters
  • Ability to initiate work and follow through with minimal supervision 
  • Adapt to changing priorities and balance competing assignments
  • Proficiency with Windows computer applications, especially Microsoft Word, Excel, Outlook, PowerPoint, and Internet applications 
  • Salesforce experience necessary

How to apply:

Interested candidates should send cover letter, resume, and salary requirements to communications@sister-cities.org with "Executive Assistant" in the subject line. No phone calls please.

Volunteer Opportunities

Become a State Coordinator

We are seeking dynamic and dedicated individuals to serve as State Coordinators. Current vacancies can be found here. If you are interested in applying please review the State Coordinator Job Description and Application. Contact membership1@sister-cities.org for further information.