Feb 15, 2019

Assistant to the Chief Operating Officer

  • Room by Room
  • San Francisco, CA, USA
Full-Time Administration

Job Description

Position Overview: 

The Assistant to the Chief Operating Officer (COO) is an integral part of the Operations team at Room to Read which includes Program Operations, People Operations and IT. The Assistant is responsible for providing administrative support to the COO as it relates to scheduling, booking travel, proofing/editing documents and presentations, and assisting with special projects as they arise. Additionally, this person is responsible for several important operational procedures and communications on behalf of the Operations team. This role requires a very high level of attention to detail, organization and flexibility. This position is based in Room to Read’s San Francisco headquarters, and will report to the Chief Operating Officer.  

Duties & Responsibilities: 

General Administrative Support 

  • Serve as assistant and key point of contact for the COO 
  • Manage the COO’s calendar, schedule internal and external meetings and calls across numerous time zones 
  • Plan and coordinate extensive international and domestic travel itineraries, including flight arrangements, ground transportation, lodging and any other logistical needs 
  • Lead annual travel planning process for COO, working with multiple departments to determine top priorities 
  • Respond to external requests for the COO’s time at events and speaking engagements 
  • Create and update PowerPoint presentations for internal and external use, draft and proofread emails and other internal and external communications 
  • Facilitate the signing of documents 
  • Organize, manage and maintain filing system and contact information for COO  
  • Calculate and submit accurate expense reports and time keeping for the COO  
  • Research and collate information for the COO in preparation for internal and external meetings and track the Management Team ACT List for COO related deadlines 

Operations Team Support 

  • Facilitate quarterly Operations and Program Design Technical Assistance cross-departmental meetings including scheduling, note taking, etc.  
  • Help develop and input the annual budgets into Adaptive with support from the COO and other team members   
  • Organize and facilitate projects and events for the Operations Department (Program Ops, People Ops and IT) 
  • Facilitate regular communication between the Country Office (CO) and Global Office (GO) including, the weekly CO ACT List of country-specific tasks, the quarterly GO Travel Tracker, and Monthly Implementation Updates which includes collecting information from CO teams and sharing it with relevant GO staff.  
  • Assist with Gifts-in-Kind (GINKI) Book Reviews ensuring that any donated books are appropriate for Room to Read libraries. 
  • At the end of every quarter, create a Dashboard for each Country Office with the relevant metrics from the larger Global Dashboard  
  • Undertake special projects, such as research projects, as needed 
  • Work with Country Office staff to plan and implement the annual Country Management Conference (CMC) including travelling to the host country  

Qualifications: 

Required: 

  • Bachelor’s degree 
  • A minimum of 1-2 years of related work experience in a fast paced, growth-oriented environment 
  • Previous Assistant experience for a C-level executive and/or Personal Assistant experience 
  • Ability to correspond both verbally and in writing with key internal and external stakeholders in a professional and timely manner 
  • Adept at using Excel, Word, PowerPoint and Outlook 
  • Detail-oriented and flexible 
  • Proactive and tenacious troubleshooting skills 
  • Ability to work independently and as part of a team 
  • Results-oriented and strong work ethic 
  • Ability to juggle multiple priorities simultaneously and take initiative 
  • Excellent verbal and written communication skills in English 
  • Legally eligible to work in the United States; no sponsorship provided 
  • Ability to travel internationally 
  • History of dedicated volunteer activity and/or commitment to non-profit organizations 

Preferred: 

  • Experience traveling and/or living internationally or working across cultures, and building relationships with diverse groups of people 

  • Experience with international travel planning and event scheduling 

Compensation:  

Room to Read offers a competitive salary with excellent benefits. Benefits include health, dental, vision, long-term disability insurance, life insurance, commuter benefits and a 401K match. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, fun, and rapidly growing organization that is changing transforming the lives of millions of children in developing countries by focusing on literacy and gender equality in education. 

Location(s)

Global Office - Main - San Francisco

To be successful at Room to Read, you will also: 

  • Have passion for our mission and a strong desire to impact a dynamic nonprofit organization 
  • Be a proactive and innovative thinker who achieves results and creates positive change
  • Have a very high level of personal and professional integrity and trustworthiness  
  • Embrace diversity and a commitment to collaboration 
  • Thrive in a fast-paced and fun environment 

Room to Read is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds. EOE/M/F/Vet/Disabled

Occupations

Administrative Support  

States

CA  

Security Clearance

Requires Security Clearance

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