Company Profile:

We believe that our interconnectedness should be celebrated. Addressing inequalities in systems must be acknowledged with grace and compassion for the greater good. Local issues are global issues, and we must act with agency to regenerate and heal our planet.

Job description:

Job Description

The Administrative Assistant is focused on administrative tasks and providing any needed support. They are responsible for organizing folders, creating systems and necessary folders and uploading documents into google docs.

The primary function will be to take minutes of the Board meetings. The responsibilities of this position include

1. Services

A. Support with coordination, planning, implementation, and evaluation of the organizational activities. Additionally, they will work to ensure that the programs meet Rotary International standards.

B. Board responsibilities:

1. Assures the production and maintains minutes for all board meetings.

2. Adheres to applicable rules and regulations set forth in ESRAG bylaws regarding board and committee matters.

3. Assures preparation and advance distribution of agendas and background materials before meetings.

4. Maintains and tracks board action items and due dates.

 

C. Administrative:

1. Works closely with the ESRAG Executive Director and at times with the Chair of the Board of Directors, Chair Elect, Chair Nominee and Division Chairs to ensure smooth running of the organization.

2. Ensures activities are consistent with established best practices, and acceptable international and national standards.

3. Works closely with the Executive Director to determine the operational needs of ESRAG and assisting Executive Director with miscellaneous task

4. Ensures that internal communications systems function well.

5. Maintains a position roster with contact information of those within the ESRAG organizational structure with direction/assistance from the Chair, and Admin & Governance.

6. Identifies and reports on gaps in capacity, processes or organizational support that impede their work.

7. Develops a system for properly attributing authorship, including external collaborations, filing, archiving, and retrieving ESRAG documents and trains ESRAG Board and leadership on its use.

8. Assist in updating and expanding ESRAG’s list of standard operating procedures for administrative matters in the Operating Manual.

 

D. Communications:

1. Improves communication pathways through increased use of templates and forms.

2. Develops processes to ensure that webinar and speaker content created during project team and task force meetings are duly recorded.

 

E. Training

1. Works closely with the Executive Director to determine the training needs of the ESRAG leadership and volunteer staff.

2. Builds volunteer capacity by training team leaders and members on use of Google Suites and iMembersDB systems and whatever platforms or apps the Board adopts.

 

Personal

● Ability to take and give feedback constructively ● Integrity - one of our core values, we walk our talk. ● Thrive while working remotely - self starter including delivering in a timely manner ● A deep sense of dedication to working on the Sustainable Development Goals ● A dexterous intelligence that allows you to learn quickly, and solve hard problems independently and creatively ● A commitment to harmonious and productive collaboration ● Meticulous attention to detail in planning and procedure ● Enthusiasm for the ESRAG mission and ethos, and the Rotary 4-Way Test ● A good fit with ESRAG culture. We take our work and the responsibilities of it seriously. We support and care for each other as people and collaborators.

Professional

● Experience managing a complex work load and programming ● Strong writing skills in English ● Ability to analyze and critically assess information, SGD research, and trends. ● An existing collaborative network ● Demonstrated ability to conduct independent research with limited supervision. MINIMUM QUALIFICATIONS ● Systems thinking and solutions mindset. ● Strong communication and writing skills. ● Able to persevere on longer-term tasks, despite competing daily demands. ● Strong collaborative skills and a demonstrated ability to form and maintain professional relationships and work effectively with others on a common task. ● Demonstrated knowledge of ethical practices and ability to appropriately handle confidential information. ● Exercises good judgment in communication and maintains a professional demeanor. ● Completes tasks independently, but knows when to ask for help. ● Able to maintain a calm demeanor and eager to face challenges. ● Proficiency with G Suite, DropBox, and other technology-based platforms. DESIRED

QUALIFICATIONS

● Fluency in multiple languages preferred. ● Familiarity with Word, Excel, Outlook and WordPress. ● Familiarity with technology solutions, Google Drive/ Docs, and platforms Education ● College degree in a related discipline of writing, communications, english, or nonprofit management preferred

Employment Terms

● All nationalities welcome ● Competitive salary ● Opportunity to work remotely