REPORTING TO: President
LOCATION: One Dag Hammarskjold Plaza, New York
JOBS SUPERVISED: None
POSITION SUMMARY: The Manager is responsible for the strategic and administrative management of the Office of the President, leveraging its activities and communications to enable the President’s and organization’s vision, mission and values. They are the key point of contact internally and externally for the President, collaborating closely with colleagues across External Relations and Programs, and with the senior management team, to organize and plan the strategic use of the President’s time in line with the Population Council’s priorities. They draft written and oral communications from the President for key internal and external audiences; drive the development and execution of efforts to increase the reach, influence, and impact of the Council through strategic use of executive time and visibility; develops and manages special projects and priority initiatives as designated by the Council’s President; and directly handles all administrative elements of the Office of the President.
The Manager works both independently and collaboratively and is a strong creative and critical thinker. This person regularly interacts and collaborates with staff at all levels and divisions within the organization, including the Executive Team, international offices and Trustees, as well as building and maintaining relationships with organizations and individuals outside of the Council. This individual should be able to build strong relationships, achieve results through collaboration, and manage and contribute to high-level, confidential initiatives.
RESPONSIBILITIES:
Executive Administrative Support (30%)
1. Schedule monthly meetings of the Executive Team and manage meeting logistics, including developing meeting agendas for the President’s review. Attend meetings and take notes; produce action list, minutes, and summary for all staff.
2. Develop and implement a process for evaluating and making scheduling decisions for the Office of the President; vet and make recommendations about external scheduling requests or internal scheduling priorities.
3. Arrange complex, often international travel itineraries for the President
4. Serve as point person for incoming requests to Office of the President, including:
a. Answer phones and screen President’s calls;
b. Log external guests with building security;
c. Track, monitor, and follow up on requests and queries to ensure completion.
5. Develop and manage the budget of the Office of the President.
6. Prepare purchase orders, invoices, and expense reports for the Office of the President, and provide other administrative support as required.
Executive Visibility (30%)
1. Lead the strategic management of the Office of the President; develop and improve systems for effective management; ensure optimal use of the President’s time.
2. Working collaboratively with the Office of Strategic Communications, develop and implement the Council’s strategy for increasing the reach, influence, and impact of the Council through executive visibility of the President and other senior representatives at major international conferences and events, in the media/online, with key institutional, corporate, and individual donor audiences, and with policymakers.
a. Draft external communications from the President, including op-eds, commentaries, forewords, and speeches.
b. Identify and secure speaking opportunities for the President at major events and conferences.
c. Identify and secure leadership opportunities for the President including working groups, task forces, and advisory committees.
3. Work with the President to identify and advance internal and external priority issues and initiatives. Develop and coordinate execution of efforts to ensure the advancement of Presidential and Council priorities.
4. Ensure the smooth execution of meetings with external stakeholders; ensure the President is prepared and fully briefed before meetings, follow up on action items after meetings, enter relevant information into Salesforce, and ensure relevant internal stakeholders (External Relations, Programs) are included.
Internal Communications (25%)
1. Working with the VP Development and Engagement, develop and implement internal communications plan to support Presidential priorities, including increasing information-sharing, momentum, and visibility of progress against the Council’s strategic priorities framework; regularly monitor and draft reports from the President to the Board of Trustees on progress.
2. Draft internal communications from the President to staff members and Trustees.
3. Schedule and oversee execution of bi-annual global All Staff meetings.
4. Lead planning and execution of annual Executive Team retreats and other internal events that bring together staff from across the Council’s offices around the world.
Board of Trustees (15%)
1. Schedule Trustee meetings as listed below; manage meeting logistics including travel, catering, and side meetings.
a. Biannual Board of Trustee meetings
b. Biannual Executive Committee meetings
c. Quarterly meetings of the Finance & Investment, Audit, Development & Engagement, and Nominating Committees.
2. In collaboration with the Philanthropy team, plan and deliver two Board dinners each year, and other events as required.
3. Oversee the Assistant, Legal Affairs in preparing papers and presentations for quarterly meetings of the Trustees, and preparing and finalizing minutes.
QUALIFICATIONS:
1. Bachelor’s degree in international affairs, public health, social sciences or a related field and a minimum 5-7 years’ of related work experience; Master’s degree preferred.
2. Exceptional written, oral, interpersonal and presentation skills and the ability to effectively interface with a broad range of constituents, including Board members, senior executive leaders, partners, and supporters.
3. Proven ability to think critically, achieve results, manage multiple tasks, adhere to deadlines and work well under pressure both independently and as part of a team.
4. Proven track record of advancing cross-organizational and strategic business initiatives.
5. Superior administrative and organizational capability including initiative, attention to detail, forward-planning and follow-through, ability to prioritize, and ability to work independently and efficiently.
6. Strong computer literacy, including proficiency with MS Word, Excel, Outlook, Powerpoint, and Sharepoint, and experience with customer relationship management databases such as Salesforce.
7. Knowledge of and experience in the international environment of the Council’s work, especially in developing countries, and familiarity with international population, health, and development issues
8. Ability to collect, analyze and synthesize information, including relevant research literature and data.
9. Demonstrates self-confidence, problem solving skills, and maturity to deal with challenges and multiple tasks. Pleasant, courteous, poised manner in all interactions with a people orientation.
10. High level of discretion; ability to work in a confidential environment.
Application Deadline: January 6, 2020. When applying through the web portal please attach your CV and Cover Letter in Word or PDF format.
The Population Council is an international, nonprofit, nongovernmental institution that seeks to improve the well-being and reproductive health of current and future generations around the world and to help achieve a humane, equitable, and sustainable balance between people and resources. The Council conducts biomedical, social science, and public health research and helps build research capacities in developing countries. Established in 1952, the Council is governed by an international board of trustees. Its New York headquarters supports a global network of country offices. We are seeking an individual to fill the position described. If you know of a qualified candidate or are interested in this position, please apply at: http://www.popcouncil.org/employment/index.asp.
The Population Council provides equal opportunity; it does not discriminate against any person with regard to age, color, creed, national origin, disability, political belief, veteran status, religion, marital status, gender, gender identity, or sexual orientation. Decisions on employment are based on an individual’s qualifications as related to the position for which they are being considered. The Council especially encourages applications from qualified women and members of minority groups. The Population Council is international in the composition of its board of trustees and its staff, as well as in the nature and deployment of its activities.
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