Position Overview

The Associate, Administration and Operations, Public Affairs, provides administrative and operations support to the Public Affairs team; as well as administrative support to Public Affairs leadership positions with specific responsibility for scheduling and travel planning. They are responsible for coordinating team resources, materials and key internal communications products.

This position is based in Washington, DC (Hybrid schedule).

Essential Functions

• Coordinate the calendars of Public Affairs leadership to ensure that meetings are properly organized; prepare participants by disseminating the appropriate agenda and creating briefings when needed
• Coordinate all aspects of travel arrangements for key staff and stakeholders in a timely and detailed manner (i.e., preparing appropriate forms for travel approval, making all air, hotel, and ground transportation arrangements, scheduling meetings when needed), including providing detailed itineraries
• Prepare travel and expense reimbursements and expense reports for Public Affairs leadership.
• Write, review, and disseminate materials, such as communication with partners, internal and external memos, correspondence, and briefings, and operational documents as required by senior leadership of the Public Affairs team
• Support the Weekly Forecast process, collecting internal communications updates and disseminating to all staff each Monday
• Support on updating and disseminating PA team resources such as SOPs, onboarding packets, Salesforce, Basecamp, Airtable, news & software subscriptions, planning templates, and all other PA operational materials
• Help coordinate calendars and organize meetings for the Public Affairs team and/or meetings with external vendors/partners
• Take thorough meeting notes and disseminate as required
• Manage incoming and outgoing correspondence for the department’s executive team and ensure that all correspondence is opened on a daily basis, distributed as appropriate, and items are tracked for follow up by appropriate staff
• Coordinate with the ID, CRM, and Finance teams to monitor the general UNF customer query inboxes alongside the Officer, Communications Operations
• Conduct research as needed for members of the department’s executive team
• Maintain and order supplies and marketing materials for the PA team
• Plan meetings and special events, including ordering supplies and catering as needed, and staffing special events as needed
• Support team community via social elements and onboarding welcomes, as needed by supervisor and team leadership
• Process department invoices and payment requests
• Manage resources and processes for award applications, as needed by senior team leadership.
• Draft Letters of Invites (LOIs) and contracts as assigned, under the supervision of the Officer, Communications Operations
• Assist with other aspects of the Public Affairs operations team as needed including master calendar support, external vendor and partner correspondence, recruitment, events team support, and internal communication with other teams at the UN Foundation
• Support project administration, as bandwidth allows, in collaboration with the PA team
• Other duties as assigned

Selection Criteria

• Bachelor’s degree required
• 1-2 years of experience in professional office environment required
• Administrative, secretarial, or operations experience preferred
• Excellent communication, organizational, research, and writing skills required
• Demonstrated project administration skills required
• Proficiency in Microsoft Office Suite required, including Outlook, Word, Excel, and PowerPoint
• Experience with Salesforce, Basecamp, Brandfolder, and Airtable platforms preferred
• Experience with confidentiality and handling sensitive information
• Exceptional customer service orientation required
• Demonstrated ability to manage multiple completing priorities, and a strong attention to detail
• Ability to work independently; ability to work as part of a team
• Ability to meet regular attendance/tardiness policy

Benefits & Compensation

For full-time, benefit eligible employees, UNF offers an excellent range of benefits, including:

• a choice between two health plans through UnitedHealthcare (PPO or HDHP with HSA)
• dental insurance
• vision insurance
• flexible spending accounts
• 403b retirement savings plan with a generous matching contribution
• group term and supplemental life insurance
• short-term disability
• long-term disability
• health club discounts
• commuter subsidy
• back-up care
• employee assistance program

Additionally, all benefit eligible employees have 12 paid holidays, 20 vacation days, 10 sick days, 3 personal days, and 8 weeks of family leave care.

The United Nations Foundation is proud to be an equal opportunity and affirmative-action employer. The United Nations Foundation provides equal employment opportunity to all employees and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.