The Operations Coordinator will play a key role in ensuring the smooth operation of the office environment by assisting the Global Ties U.S. team through administrative, managerial, and technical support. The Operations Coordinator is expected to support the policies, programs, processes, and activities that span the breadth of Global Ties U.S. by providing administrative support to the Global Ties U.S. team; serving as administrative liaison with the Board of Directors; and supporting the President and CEO with special projects.
The Operations Coordinator is also expected to maintain current and general awareness of all Global Ties U.S. programs and members of the Global Ties Network. The Operations Coordinator will provide ongoing meeting support and planning for all types of organizational gatherings. We seek someone eager to help Global Ties U.S. grow and achieve its mission; the successful candidate must be ready to step in wherever needed within the team.
Reports to: Office Manager
Essential Functions and Duties
- Responsible for general and administrative tasks to support overall office operations, including managing supplies, files, and general repairs and upkeep.
- Ensure the smooth running of day-to-day operations by addressing any technical issues and handling inquiries from the team regarding office access, equipment support and operational processes.
- Assist with the management of the Global Ties U.S. intern program and with the on-boarding and off-boarding of interns and staff.
- Prepare general correspondence, memos, presentations, etc.; assist with the preparation, editing, and proof-reading of presentations, reports, proposals, and articles.
- Manage incoming and outgoing correspondence, including daily mail, packages, and large-scale office mailings.
- Serve as first point of contact by answering phone calls, responding to email inquiries, greeting office visitors, ensuring all are directed to the right team member.
- Serve as administrative liaison with the Board of Directors, and work with the President & CEO to produce Board meeting materials.
- Assist the President & CEO with all domestic and international travel.
- Ensure proper tracking, documentation, and coding of President & CEO credit card and per diem expenses.
- Coordinate special events, retreats, receptions, forums, board meetings, and other special projects or activities on request from the President & CEO.
- Other duties as assigned.
Minimum Qualifications & Experience
- Bachelor’s Degree and 1-3 years in progressive administrative experience;
- Ability to work well under pressure in a fast-paced, deadline-driven environment with a high degree of accuracy. Position continually requires demonstrated poise, tact, diplomacy, and discretion;
- Strong interpersonal skills to handle sensitive and confidential situations with a high degree of cultural sensitivity;
- Strong verbal and excellent written communication skills (including proofreading) in English;
- Advanced proficiency in Microsoft Word, Excel, Outlook, and Power Point required;
- Strong software application skills with proficiency in Google Suite, Zoom, Zoom workspace and Teams.
Preferred Qualifications
- Basic knowledge of invoice/claim handling;
- Ability to effectively communicate with internal and external parties at all levels and maintain confidentiality;
- Excellent data entry skills;
- Ability to work effectively both independently and as a team player;
- Strong work ethics, multi-tasking skills, and extreme attention to detail;
- Client service orientation and diplomatic skills;
- Establish and maintain effective working relationship with other staff, Global Ties U.S. members and stakeholders;
- Strong project management and organization skills;
- Great “can do” attitude” with a desire to innovate and implement.
Special Responsibilities Required
- All team members are expected to:
- Commit to team goals and values and support the work of colleagues
- Seek out opportunities to improve and expand the work of Global Ties U.S.
- Seek out opportunities to develop new skills and grow professionally.
- Contribute to an innovative team culture by engaging in behaviors including sharing ideas; being open to the ideas of others; accepting and offering feedback; and supporting and treating your colleagues with respect.
Salary and Benefits
- Mission-driven organization
- Collaborative, flexible environment
- Salary range: $48,000 – $53,000
- Excellent professional development opportunities
- Medical, dental, vision, and life insurance
- Long-term / Short-term disability insurance
- FSA and/or HSA
- 403(b) retirement savings plan after one year of service
- Thrive Account Reimbursement
- Commuter benefits
- Generous paid leave policies (vacation, sick, personal, parental, family medical, etc.)
- Mobile phone use reimbursement ($50/month)
- Professional Development Opportunities
- Hybrid Office Schedule in the office Monday, Wednesday, and Thursday each week.
Global Ties U.S. is an Equal Opportunity Employer. Read more about our commitment to diversity, equity, and inclusion HERE.