Program Assistant, Crisis Team

Vital Voices Global Partnership•Columbia, WA

19d•Hybrid

About The Position

The Program Assistant reports to the Crisis Team Program Director. This position is split equally between the two programs, Crisis Response and Mothers' Call, under the auspices of the Vital Voices Crisis team, which manages both programs. This is a logistics-first role. For the Crisis Response team, the Program Assistant coordinates urgent travel, documentation, and service logistics for women leaders at risk, and keeps case records accurate, current, and secure. For The Mothers’ Call, the Program Assistant coordinates travel and convenings, manages event logistics from registration through on-site execution, processes invoices and expense reports, and maintains schedules and records across time zones. This position is based in Washington, DC with the option of a hybrid work schedule. We are not accepting remote candidates. Role Specifications: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Bachelor’s degree in international relations or a related field preferred, plus 0-2 years of relevant work experience
Demonstrated experience supporting event logistics, travel coordination, or operations in a fast-moving environment
Exceptional attention to detail and follow-through; comfort owning checklists, trackers, and deadlines end to end
Excellent oral and written communications skills in English
Ability to stay calm and resourceful when logistics shift late, whether flights change, venues fall through, or agendas move, without losing the thread on deadlines
Discretion and sound judgment in handling confidential information, including the identities, locations, and circumstances of individuals at risk
Ability to work independently and as part of a team spread across time zones
Strong computer skills including MS Office applications (esp. Excel, Word, and PowerPoint), video conferencing platforms, and project management software
Experience processing invoices, expenses, or procurement records
A track record of working across functions to move shared objectives and back up teammates

Nice To Haves

Excellent oral and written communication skills in Arabic and/or French
Experience working in or with the Middle East
Experience supporting international events, delegations, or convenings
Experience in crisis response, protection, humanitarian assistance, or urgent casework
Familiarity with the Women, Peace and Security agenda and UN Security Council Resolution 1325

Responsibilities

Support end-to-end logistics for anchor events, including the Barefoot Walk, the Regional Network Summit, and policy launch events: venue and vendor coordination, registration and RSVP management, participant travel, materials shipping, on-site setup, and run-of-show support.
Arrange international travel, accommodation, and visa support for movement co-leads, staff, and network participants; prepare itineraries and travel packets; troubleshoot in real time when plans change.
Manage scheduling across multiple time zones for the Vital Voices team and movement co-leads; set up virtual meetings, including interpretation support where needed; prepare agendas, take notes, and track action items through to completion.
Process vendor invoices, consultant payments, and expense reports; maintain procurement, contract, and payment tracking records; maintain shared files, contact lists, and monitoring data; support budget reconciliation with the Program Director and finance team.
Support the planning and implementation of the Crisis Team's readiness and response programs and activities, including supporting case vetting processes and the readiness program through facilitating meetings with consultants and partners, drafting communications plans and coordination plans, and tracking deliverables.
Provide administrative and logistical support for virtual and in-person convenings, trainings, and global dialogues (i.e. vendors, consultants, partners, women leaders, and team members); support session scheduling across time zones, report drafting, and storytelling efforts that maintain the safety and confidentiality of women leaders served.
Support the Crisis Team with documentation of processes and procedures based on best practices; liaise with the Finance team to prepare and process contracts, invoices, and funds transfer agreements, including consultant agreements; keep updated and secure records used for case tracking, monitoring and evaluation plans, and reports; and manage travel logistics for program participants.