Program Assistant Jobs

About The Position

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.

Benefits

• medical, dental, and vision insurance
• 401k match
• short and long-term disability
• life insurance
• HSA
• EAP
• generous PTO
• wellness flex Fridays
• parental leave
• earned sabbatical time
• volunteer leave
• professional development stipend