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
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
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
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.
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
Room to Read is a global organization transforming the lives of millions of children in low-income countries by focusing on literacy and gender equality in education. Founded in 2000 on the belief that World Change Starts with Educated Children®, our innovative model focuses on deep, systemic transformation within schools in low-income countries during two time periods which are most critical in a child’s schooling: early primary school for literacy acquisition and secondary school for girls’ education. We work in collaboration with local communities, partner organizations and governments to develop literacy skills and a habit of reading among primary school children and ensure girls can complete secondary school with the skills necessary to negotiate key life decisions. By focusing on the quality of education provided within the communities and ensuring these outcomes are measured, we have created a model that can be replicated, localized and sustained by governments. Room to Read has benefited 10 million children across 17,000 communities in Bangladesh, Cambodia, India, Laos, Nepal, South Africa, Sri Lanka, Tanzania, Vietnam and Zambia, and aims to reach 15 million children by 2020.