Senior Projects and Administrative Coordinator

American Friends Service Committee•Washington, DC

4d•Hybrid

About The Position

The American Friends Service Committee (AFSC) is seeking a Senior Projects and Administrative Coordinator to manage key projects that build coordination and cooperation across AFSC’s global program portfolio. This role provides high-level administrative support to the Associate General Secretary (AGS) for the Global Cohesion Division, ensuring its smooth functioning. Responsibilities include supporting virtual and in-person meeting coordination, logistics planning, developing and maintaining systems for records management, and facilitating communication among staff. The coordinator will also support the AGS in financial and administrative processes.

Requirements

Bachelor’s degree in related field required.
Minimum five years of experience in progressively responsible administrative position, creating and implementing administrative systems, demonstrating initiative and strong critical thinking to provide efficiently organized, anticipatory support for senior management required.
Additional experience in financial monitoring; nonprofit financial experience preferred.
Experience managing and supporting complex projects.
Strong analytic abilities and demonstrated ability to think creatively and engage in complex problem-solving.
Detailed and thorough approach to organizing tasks and carrying them out.
Experience planning events and in-person, multi-day meetings highly desirable, including identifying affordable hotels, meeting spaces and caterers; negotiating contracts; and managing guest/participant experience, including hotel room-block reservations, menu planning, coordinating with vendors and support staff, supporting set-up and clean-up, and other attendant responsibilities.
Experience with travel management is desirable, including using and understanding online and business travel booking tools.
Experience with social change/social justice work is highly desirable.
Fluency in written and spoken English; demonstrated ability to compose and edit materials for internal and external use in English.
Experience in effectively and respectfully conversing and corresponding with staff and vendors around the world whose primary language is not English.
Fluency in one other United Nations language desirable, especially Spanish.
Advanced skill in use of Microsoft software applications, including Word, Excel, Outlook, Teams, and PowerPoint is required.
Experience with Adobe Acrobat and Microsoft Share Point is highly desirable.
Must be willing to learn other software applications as needed.
Experience in supporting and hosting online meetings, including in Teams and Zoom.
Demonstrated ability to maintain confidentiality.
Dependability in meeting regular work hours and the ability to work flexible hours to meet the needs of AFSC programs in various international and US time zones; preference for candidates whose regular working hours are 8:00am to 4:00 pm PT.
Ability to attend occasional weekend meetings, virtually or in person.
Ability to travel occasionally within the US and less frequently internationally.
Ability to work in the evenings and/or weekends and to travel, as required.
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.

Nice To Haves

Additional experience in financial monitoring; nonprofit financial experience preferred.
Experience planning events and in-person, multi-day meetings highly desirable, including identifying affordable hotels, meeting spaces and caterers; negotiating contracts; and managing guest/participant experience, including hotel room-block reservations, menu planning, coordinating with vendors and support staff, supporting set-up and clean-up, and other attendant responsibilities.
Experience with travel management is desirable, including using and understanding online and business travel booking tools.
Experience with social change/social justice work is highly desirable.
Fluency in one other United Nations language desirable, especially Spanish.
Experience with Adobe Acrobat and Microsoft Share Point is highly desirable.

Responsibilities

Develop an understanding of complex internal organizational processes and promote and support systems for coordination and cooperation across AFSC.
Coordinate the development and maintenance of a global program meeting calendar and support Thematic and Global Cohesion division directors in scheduling meetings and convenings.
Create and maintain updated information for the Global Cohesion Division on AFSC’s intranet/Share Point site and Teams groups with a focus on timely, transparent, and responsive information for the organization on Global Cohesion priorities and projects.
Manage searches for consultancies and act as AFSC’s organizational liaison with consultants and others doing short-term work in or on behalf of Global Cohesion.
Assist the AGS and Thematic Directors in providing support for AFSC’s thematic hubs.
Provide logistical support for meetings, special projects, and hospitality at the AFSC Washington DC Davis House facility.
Lead or participate in other special projects, including liaising with other organizations for projects and campaigns, as necessary.
Act as a liaison between the Global Cohesion division and Finance Department.
Support the AGS for Global Cohesion in the development and monitoring of the Global Cohesion budget using Microsoft’s Business Central software and Excel reports.
Prepare and distribute income & expense (I&E) financial reports using the Business Central software system as needed.
Provide support to Global Cohesion’s departmental directors in reviewing, interpreting, and monitoring I&E reports and developing and monitoring budgets as needed.
Ensure divisional compliance with AFSC financial policies and procedures.
Maintain financial records and systems to ensure timely and accurate payments and reconciliation of credit cards, invoices, contracts, and other financial items.
Support the AGS with administrative tasks and projects, including compiling, tracking, and following up on decision items and reports for the AGS.
Provide administrative support for Global Cohesion meetings, arrange for multi-language interpretation as needed, manage meeting recordings, and distribute meeting notes, and implement a system to ensure timely action on decision items.
Coordinate and/or support logistical arrangements (meeting space, interpreters, video/teleconference connections, accommodations, travel, and food) for convenings for the Global Cohesion division and the Global Thematic Hubs, governance committees, working group or task force face-to-face and virtual meetings.
Support occasional hospitality for visiting advocates at AFSC’s Davis House.
Support the AGS for Global Cohesion by acting as a liaison with central office units such as IT and the Human Resources Department and providing high-level administrative support for recruitment, searches, orientation, and related tasks.
Assist the AGS with communication and engagement with governance committees as needed.
Regular attendance and punctuality are required.
Operates safely in all conditions and follows policies and procedures.
Other duties and projects assigned.