Assistant to the Vice President of New Business – Institutio…

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

FUNCTION

The Executive Assistant will provide direct support to Vice President of New Business – Institutions (IBD) and the IBD team, as well as support in office logistics management and administrative assistance in Heifer’s DC office and broader team. This position will report to the Vice President of New Business – Institutions and will work closely with other’s in the DC office in addition to collaborating with other departments across the organization.

ESSENTIAL CHARACTER TRAITS:

Analytical, organized, detail-oriented, multi-tasker, team player, communicator, proactive.

RESPONSIBILITIES & DELIVERABLES
Support IBD team with logistics and administrative needs. (35%)

• Proactively manage an accurate calendar for the VP of IBD, including online scheduling of internal and external, domestic and international appointments/meetings and travel schedule.
• Coordinate agenda and timetable for regular/weekly IBD team meetings, take meeting notes and share with participants in a timely manner.
• Support the IBD team with travel arrangements and processing of expense reports.
• Schedule, plan and coordinate internal and external events and provide the necessary logistical support.
• Contract management with independent contractors, students and other organizations in keeping with procedures outlined by Heifer’s Legal and Human Resource requirements.

Office Management and Logistics (30%)

• Manage day-to-day financial management of invoices, credit card statements and/or other accounts payable.
• Manage general office supplies and routine logistical needs.
• Manage simple service needs for all Heifer staff housed in DC office in collaboration with HQ based support staff.
• Work with the Facilities team to provide oversight of transition to new office space both a major move (May 2020) and routine adjustment of internal space to accommodate staff hiring and departures.
• Serve as Point of Contact on office-related IT needs in liaison with Heifer’s IT department at Headquarters in Little Rock.
• Liaison with Human Resources and other relevant teams on employee recruitment and management processes, ensuring alignment with organizational requirements.
• Respond to written, oral and electronic inquiries with pre-approved information about Heifer’s work in general, as needed.

Support the IBD team in accounts management, including departmental budget development and expense management. (15%)

• Assist the team in annual budget development and revenue forecasting of IBD, including interpretation of guidelines and forms issued by the organization.
• Coordinate with Resource Development Operations team on budget and budget forecast, including managing deadlines, calendaring of events/tasks and follow through to completion.
• Track and report to the team monthly departmental expenses, including concur management.

Manage information through Heifer’s organizational systems. (15%)

• Accurately enter information/visit reports into BBEC, on behalf of the IBD team and maintain and update BD information/data on a regular basis.
• Maintain and update contacts list and ensure that all contacts are updated on regular basis.
• Enter and manage expenses on Agresso
• Maintain and update IBD’s information on Corral.

Perform other duties as assigned (5%)

Minimum Requirements:
Bachelor’s degree with five to seven (5-7) years related experience. Fluent in English (fluency in Spanish and/or French languages is a plus).

Preferred Requirements:

• Knowledge in the area of international development or related field.

Most Critical Proficiencies:

• Excellent organizational and administrative skills
• Excellent writing and communication skills.
• Excellent customer relations skills
• Ability to perform basic to intermediate mathematical and statistical calculations
• Experience in budgeting and tracking expenses
• Time management skills
• Knowledge of word processing, spreadsheets, database and electronic mail software (Microsoft preferred).

Essential Job Functions and Physical Demands:

• Ability to establish priorities in a time-sensitive environment and meet deadlines.
• Ability to prepare documents in a well-designed and attractive format with superior attention to details
• Lifting and carrying of up to 25 pounds (11 kilograms) floor-to-waist if able.
• May require constant sitting; working at a computer for extended periods.
• Committed to learn Heifer’s values-based holistic community development model, Theory of Change, Cornerstones, and other Heifer established systems.
• Demonstrate a high degree of honesty and integrity.
• Ability to adapt to conflicting deadlines and priorities.
• Ability to work independently or with a team and perform multiple tasks with occasional interruptions.
• Willingness and ability to work outside of normal business hours to accommodate clients in different time zones.
• Ability to work with sensitive information and to maintain confidentiality