10558 - Administrative Assistant

Oxfam is a global organization working to end the injustice of poverty. We help people build better futures for themselves, hold the powerful accountable, and save lives in disasters.
 

This is a 3 year Fixed Term Position. 

The Administrative Assistant will:

• Proactively manage GEP calendar, meeting, and travel schedules, as appropriate. Manage team meeting needs including remote connection technology and materials and ensuring the team has all materials necessary for meetings, events, and travel.
• Make travel arrangements for GEP; coordinate travel agendas and support the preparation of briefing materials and presentations for all trips.
• Maintain and support overall electronic and digitize existing hard copy filing systems.
• Supports GEP team by performing administrative tasks to ensure organization alignment and be a significant contributor to overall team events and activities by supporting expected results.

Organizational Coordination for the GEP leadership:

• Provide logistical support for the GEP leadership team. Coordinate logistics for team or cross-divisional events, including regular meetings and off-site retreats.
• Be knowledgeable about all administrative functions in the Impact and Partnerships Division.
• Assist in orientation and facilitate backup support to cover critical functions.
• Follow-up with the Head of GEPs direct reports for immediate needs.

Writing and Editing Support:

• Support the Head of GEP with the creation of key memos, correspondence, and announcements for a wide variety of internal and external audiences.
• Be responsible for all recorded minutes. Assist with creating and circulating summaries and next steps to stakeholders.
• Proofread and copy edit documents and communications as requested.

GEP and Partnerships

• Support managers in convening OUS and CCR stakeholders for review and learning events.

EXPECTATIONS FOR THE POSITION:

• Perform all duties appropriately for a multi-cultural environment, treating all persons with dignity and respect, and be familiar with and committed to the mission and goals of Oxfam.
• Stay abreast of professional standards, trends and issues affecting this set of
• responsibilities, continuously striving for enhanced quality and impact and
• demonstrating continuous personal learning and development.
• Work effectively and collaboratively in support of building a team-based culture of work.
• Be familiar with and committed to Oxfam and Oxfam America’s mission and goals.
• Understand gender just, feminist and inclusive practice and commit to promote gender justice and diversity in our workplace.
• Within key areas of responsibility, commit to providing a safe environment for staff, partners, and program participants, and commit to promote safeguarding in our workplace, programs, and the communities we serve.

Education: A diploma/certificate or equivalent training in a relevant field.

Experience and Core Competencies:

• A minimum of 2-3 years of relevant work or experience in a similar role.
• Demonstrated ability to effectively and efficiently manage multiple tasks and complex logistics in a high-pressure environment.
• Excellent verbal and written communication and inter-personal skills.
• Ability to anticipate, coordinate and facilitate activities with colleagues.
• Excellent organizational skills and attention to detail.
• Ability to handle sensitive and confidential situations with diplomacy.
• Comprehensive knowledge of Microsoft Office Suite, including a high level of comfort with Microsoft Outlook (or a similar application).
• Experience working with a diverse team of individuals in different time zones.
• Able to work effectively in a networked and matrix structure, demonstrating good leadership and good “followership” (i.e., the ability to take direction well) as needed.

PREFERRED QUALIFICATIONS (GENERAL):

• Experience in rights-based, social justice programming and approaches.
• Be solutions and actions oriented
• Demonstration of strong interpersonal skills
• Ability to build and maintain strong working relationships
• Proficiency in a second language

Oxfam America is a Gender Just organization and an equal opportunity employer. We have a zero tolerance policy for any sexual harassment, exploitation, and/or abuse. We welcome all persons to apply and do not discriminate. We take measures to prevent discrimination against any employee or job applicant on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.

We are an E-Verify employer.

For more information, please click on the following links:
E-Verify Participation Poster: English / Spanish
E-Verify Right to Work Poster: English | Spanish