Executive Assistant- International Program

Position Title

Executive Assistant- International Program

Location Region

United States

Applications Close Date

Nov 13, 2023

Job Synopsis

The purpose of this assignment is to provide executive support to the MCC Director of International Programs – MCC U.S. to whom the position is administratively responsible. This person must have independent judgment capabilities to refer people to the appropriate staff, departments or other resources inside or outside of the International Program. The executive assistant will organize and manage the administrative support functions of the MCC U.S. Shared Program Department.

Qualifications

Organizational values and culture: All MCC workers are expected to exhibit a commitment to a personal Christian faith and discipleship; active church membership; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

Essential:

• High School Diploma or equivalent education
• 3 or more years of professional work experience with administrative responsibility.
• Strong skills in office organization and office management.
• Ability to provide office support and to assume management duties assigned by International Program director.
• Demonstrated ability to relate to diverse faith contexts
• Must demonstrate a developing knowledge of anabaptist principles and how they influence international engagement
• Good skills in standard word processing.
• Excellent verbal and written communication skills
• Experience supervising others
• Must also be able to greet and meet public in a pleasant and professional manner.
• Strong intercultural competency skills.

Employment eligibility: Legally eligible to work in the U.S. MCC offers of employment are subject to a successful criminal background check(s).

Preferred:

• Bachelors degree
• Spanish Language Proficiency

Anti-oppression commitment: MCC expects all staff to actively participate in an organization culture that focuses on dismantling any barriers based on race, economic inequality or gender-based oppression. This includes an expectation to assess and address any barriers within themselves, within their team(s), and within MCC.
Safeguarding commitment: All MCC Staff are expected to work collaboratively to create and maintain an organizational culture that prevents and responds to situations of abuse of power.

Key Responsibilities

Administrative Support 40%, Schedule/Organize 30%, Provide Continuity in Directors Absence 10%, Supervision 10% Committees/Councils and Task Forces 10%.

Specific Tasks and Duties:

Administrative Support to the International Program Director:

– Maintain daily schedule of director; maintain calendar of meetings, events and other activities; alert director of significant upcoming events.

– Schedule and organize meetings.

– Manage incoming communication to the director including e-mails, surface mail and phone calls; keep the director up to speed on emails that are most urgent; make suggestions on appropriate responses; answer communications that do not require director’s involvement.

– Make travel arrangements for director, including applying for visas.

– Assist with budget and planning cycle deadlines and information gathering process; monitor the International Department office budget reports.

– Organize monthly meetings, distributing meeting material as needed, and taking and distributing minutes as needed. Following meetings, identify items for administrative follow-up.

– Schedule, organize and prepare dockets for regular meetings of the International Program Directors. Attend meetings, prepare minutes and distribute.

– Oversee the workloads of the IP Admin Assistants, providing guidance on tasks and projects assigned to each of them.
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– Collaborate with the IP EA in Canada on overall delegation of IP admin support projects for the IP Admin Asst team.

– Provide continuity in the director’s absence; Answer basic questions about office projects, initiatives and responsibilities in the absence of the director. Maintain regular contact with director during travel. Attend meetings on director’s behalf in which the main expectation is to listen, observe or take notes. Alert executive director to unusual circumstances or urgent communications that require EDs intervention.

– Create letters, memoranda, e-mail messages and other communications as needed.

– Organize and maintain the filing and recordkeeping system; Follow established procedures for archiving documents in MCC.

– Manage the physical arrangements of the office.

– Maintain and update International Program email group addresses.

– Coordinate logistics for in person meetings as needed, such as transportation, lodging, meals, coffee breaks, etc.

– Assist director with assigned projects as necessary, including serving on committees, councils and task forces.

– Provide other support to enhance director’s ability to perform assigned duties of the director’s office.

– Other duties as assigned on a temporary basis.

Travel expectations: . Able to do limited travel. Less than 5 nights away per year.

Supervision: Supervise the work of 2 International Program AAs in the U.S. Lead weekly check-ins. Follow-up on on-going projects. Conduct PAR process.
Physical activity/demands: There is an occasional need for ascending/descending stairs, moving about to accomplish tasks , moving objects up to 20 pounds and operating motor vehicles. There is a constant need for remaining stationary for prolonged periods of time, performing repetitive hand motions and assessing the accuracy, neatness of work assigned. Occasionally, this position will be exposed to high temperatures, outdoor elements, noisy environment, hazardous conditions, poor ventilation, small spaces when traveling internationally.

FTE

1.00

Compensation Type

Salary Minimum

$49,895.92

Salary Description

Starting salary may be adjusted up to $55,439.91 based on previous experience.

Benefits

Medical, dental & vision, 23 days paid vacation, sick time and 10 holidays/year. Life insurance provided, as well as long and short term disability coverage. The retirement plan, with MCC contribution of 7%, begins after six months of employment.

Start Date

Dec 04, 2023

Start Date Flexible

Yes

Term Length

Location

Location Country

United States

Location Description

This position is eligible for remote work in any state where MCC is a registered employer in the United States