Executive Administrative Assistant, International Programs

American Friends Service Committee•Philadelphia, PA

13h•Hybrid

About The Position

International Programs advances AFSC’s global peace and justice mission through regional, country, and thematic programs rooted in Quaker values, anti-oppression commitments, and partnerships with communities affected by violence, inequality, migration, and injustice. Led by the International Associate General Secretary, the department provides strategic leadership, operational oversight, resource stewardship, and organizational coordination for AFSC’s international offices and staff, including the Africa, Asia, Latin America and Caribbean, and Middle East regions, thematic directors, and IP operations functions. The department also strengthens AFSC’s global visibility and engagement by translating complex international issues into accessible narratives, digital storytelling, campaign materials, and communications products that amplify grassroots voices and support initiatives such as Global Voices for Peace. The AGS-IP serves as a member of AFSC’s senior leadership team. The position provides executive administrative support to the Associate General Secretary for International Programs (AGS IP), who provides overall leadership and management for AFSC’s international portfolio, ensuring that regional and thematic strategies are bold, coherent, fiscally responsible, and grounded in AFSC’s mission and values. The Assistant to the Associate General Secretary works with colleagues in the unit and in other parts of the organization to manage smooth and efficient flow of information and services required between the central office in Philadelphia and International Program’s regional offices.

Requirements

Associates degree or equivalent experience is required. Bachelor’s degree preferred.
Minimum five years’ experience in demonstrated executive support experience in using sound office procedures, initiative, and strong critical thinking to provide efficiently organized, anticipatory support of senior management is required.
Ability to work in the evenings and/or weekends and to travel, as
Ability to work effectively independently and within a team environment.
Experience with standard Microsoft Office and related technology.
Must be capable of working under tight time constraints in a high-volume environment with multiple priorities.
Demonstrated ability to work and communicate with diverse staff.
Respect for Quaker values and testimonies. Knowledgeable and supportive of the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.
Respect for and sensitivity to cultural, ethnic, racial, gender and religious diversity and familiarity with non-violent approaches to problem solving.
Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines.
Demonstrated dedication to the principles of fairness, equity and inclusion in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities.

Responsibilities

Provide a broad variety of executive administrative support and coordination for AGS including scheduling, research, drafting, prioritization, minute taking, preparation and dissemination of presentations and correspondence.
Create and maintain an organized system for managing AGS projects (such as Global Voices for Peace) so that progress, communications, contracts, and key deadlines can be tracked and monitored effectively.
Coordinate meeting preparation and documentation for the International Programs Strategy Team (IPST), leadership groups, and other key meetings, including agenda development, preparation of briefing materials, note-taking, action-item tracking, and posting approved minutes in Star Café. Serves as primary contact for lodging and food vendors for meetings hosted by AGS. Track logistical costs within the budget and negotiate rates with service providers where needed.
Support the financial administration of International Programs through coordination of payments, recordkeeping, monitoring, and collaboration with finance and international units.
Special projects as required and appropriate.
Serve as a key administrative partner for AGS initiatives, committees, and working groups by coordinating schedules, meetings, travel, communications, and related operational support.
Manage all travel arrangements for the AGS and designated staff, ensuring seamless coordination of itineraries, accommodations, transportation, and expense processing.
Oversee the AGS's complex calendar and scheduling needs, balancing competing priorities, coordinating with direct reports and key stakeholders, and proactively resolving conflicts to optimize executive effectiveness.
Provide meeting support to the governance business and meeting preparation. Provide support for International Programs Group (IPG) working closely with the IPG Clerk and International AGS. Duties include scheduling, logistical arrangements (including travel, catering, and accommodation support), communication and management of SharePoint IPG page.
Lead the planning and coordination of International Programs Strategy Team meetings, retreats, and related events, ensuring effective logistics, documentation, and follow-through on decisions and action items.
Develop and maintain a strong understanding of organizational processes and priorities to support effective coordination, information flow, and timely follow-through on AGS and International Programs initiatives.
Manage communications for the International Programs/AGS office, prioritizing urgent matters, drafting routine correspondence, monitoring inquiries, and maintaining systems to track follow-up, action items, and key decisions.
Manage and maintain the International Programs AGS Star Café and SharePoint sites, ensuring information, resources, meeting materials, and key documents are organized, up to date, and readily accessible to International Programs staff.
Draft, edit, and produce reports, presentations, talking points, correspondence, and other communication materials that translate complex international programs and policy issues into clear, engaging content for internal, governance, donor, partner, and public audiences.
Support communications and constituency engagement initiatives by coordinating digital storytelling content, campaign materials, communications calendars, contact lists, audience outreach, and event communications in collaboration with Communications Unit and International Programs staff.
Coordinate the creation and management of targeted constituencies contact lists to support event invitations, email campaigns, and outreach initiatives across International Programs divisions
Serve as the primary point of contact for the International AGS office by welcoming visitors, responding to inquiries, providing information, and directing requests to appropriate staff members.
Manage mail pick up, delivery and posting for all program units. Provide guidance on international shipping procedures to Philadelphia based staff. Manage international mailing online profile, accounts and supplies (FedEx, DHL and UPS).
Manage the IP regional funds transfers, check and wire requests, and financial reporting. Monitor and service financial e-mail accounts for the international regions. Follow up with finance to ensure timely and accurate processing of IP operating fund requests.
Prepare, process and track AGS vendor vouchers and check transmittals as needed. Maintain Independent contractor records. Manage files for financial reports, check/wire records, and independent contractors for all regions.
Support the Dialogue and Exchange Program (DEP) management team with internal financial audits in compliance with donor regulations.
Reviews and submit AGS monthly credit card reconciliation statement on a timely basis.
Regular attendance and punctuality are required.
Operates safely in all conditions and follows policies and procedures.
Other duties and projects assigned.