Senior Coordinator, Office of the CEO

Senior Coordinator, Office of the CEO

Washington, DC

About PAI

PAI is a nonprofit, civil society organization based in Washington, D.C. Founded over 50 years ago, we work to advance sexual and reproductive health and rights for all people through U.S. and global advocacy, partnerships with multisectoral institutions and the funding of community-based organizations across Africa, Asia, Latin America and the Caribbean.

PAI envisions a world where all people can fully realize their sexual and reproductive health and rights to achieve health equity, economic well-being and gender equality. We believe that equitable progress for sexual and reproductive health and rights is central in achieving urgent and sustained gains for the health, equality and prosperity of women, youth and at-risk communities around the world.

PAI advocates on the global stage and works with policymakers in Washington, D.C., to drive supportive and expansive U.S. foreign aid and policy for sexual and reproductive health care. We also provide flexible funding and strategic and technical advocacy support community-based organizations in over 30 countries so local advocates can advance sexual and reproductive health investment and policy priorities in their own countries and communities.

We achieve excellence not by simply representing different identities, but by listening to, understanding and making room for others to thrive. Diversity, equity and inclusion go beyond representation, and we’re committed to creating an inclusive and equitable workplace.

PAI has embarked upon a new era of impact and excellence. We are committed to sharing our strengths, elevating the achievements of peer civil society organizations around the world, and using evidence, data and policy insights to hold U.S. and global decision-makers accountable. Despite the threats to sexual and reproductive health and rights in the United States and around the world, we know the power of advocates and are excited to bring on new team members who are inspired by community-led advocacy, accountability, and collective action to demand, protect and advance sexual and reproductive health care for all.

About the Role

The Senior Coordinator (SC) reports directly to the President and Chief Executive Officer acting as the CEO’s primary coordinator, scheduler, and liaison for external relations. The EC assumes responsibility for filtering projects; responds to requests; and manages the CEOs’ responsibilities and contributions on Special Projects, Communications, Business Development and Program activities and initiatives. The EC also manages the CEO calendar and activities to ensure maximum efficiency and value, ensures Executive Office responsiveness to leadership, staff, Board, donor, and external stakeholder needs, develops meeting agendas and briefs, proofs and reviews documents and presentations and manages CSO travel, and other administrative tasks as requested. This position is based in Washington, D.C. at the PAI office.

Essential Duties and Responsibilities include the following:

• Responsible for day-to-day management of the CEO’s calendar and activities to ensure high value time utilization of the CEO in relationship to external and internal requirements. Brief/update the CEO on upcoming meetings and ongoing obligations.
• Responsible for the timely preparation and presentation of materials for key external and internal meetings involving the CEO.
• Drafts documents or conducts research to further CEO’s work in program and or development.
• Reviews CEOs email communications and assists in providing timely responses to inquiries sent to CEO.
• Works with Business Development, Communications and/or Program teams to prepare CEO for external meetings, presentations, and events, and ensures timely follow up of all action items.
• Organizes CEO travel arrangements and prepare expense reports.
• Prepares briefing memos and relevant updates for CEO on outstanding projects, identifies issues, develops contingencies, and suggests remedies.
• Assists with or manages special projects which may include PR, securing high profile speaking engagements, annual reports, or specific personnel and organizational development initiatives.
• Provides regular operating status reports to CEO as needed, assisting the CEO during operational reviews through follow-up on assigned performance tasks and deadlines.
• Acts as CEO liaison, attends Board meetings, takes minutes, prepares various materials for CEO’s Board reports; works with the CEO and senior management team to prepare materials for the quarterly Board Books, and assists in ongoing communications and activities with the Board of Directors.
• Represents PAI with clients, donors, partners, technical consultants, or vendors as required.

Education and Experience Requirements

• A Bachelor’s Degree is preferred. Minimum 5-7 years’ experience as executive assistant to CEO or other C-level position.
• Excellent organizational skills, flexible and able to multi-task, with demonstrated resourcefulness in setting priorities.
• Strong verbal and written communication skills; ability to effectively present and execute innovative ideas. Ability to write reports and business correspondence. Outstanding grammar and proofreading skills.
• Ability to effectively present information and respond to high level inquiries from clients, donors, partners, and other members of the international community.
• Strong sense of accountability, integrity, and ability to handle highly visible responsibilities.
• A commitment to the vision and mission of PAI.
• Excellent analytical skills, ability to quickly aggregate and analyze information.
• Ability to take initiative, act independently and direct one’s own work.
• Ability to work collaboratively and build effective relationships with key stakeholders, PAI staff, and external partners.
• Able to handle stressful situations with measured calmness and decisiveness.
• Guided by exceptional common sense, maturity, discretion, and the ability to maintain confidentiality.
• Experience updating content on social media platforms including Facebook, LinkedIn, and Twitter.

• Advanced knowledge of Microsoft Office Suite and Adobe Products.
• Experience working in administrative roles in embassies, law firms, lobbying firms, management consulting firms etc. is highly desirable.
• Other duties as assigned.

Salary Range:

This position is based in Washington, D.C., the salary range for this role is $85,000 - $95,000 USD, depending on experience.

PAI offers a comprehensive and competitive benefits package that includes health, dental and vision care, direct contribution 403(b) retirement plan, flexible spending account, tuition reimbursement and personal professional development funds.

Candidates must be authorized to work in the United States and will be subject to a background check.

Please note, currently PAI is on a hybrid work schedule, three days a week are required in the office with two days working from home.

PAI believes it is strengthened by the diversity of its staff, and welcomes such diversity, including race, gender identity or expression, sexual orientation, age, educational attainment, disability, and veteran status. PAI welcomes applications from people of all cultures, backgrounds, and experiences, and strongly encourages people of color and persons with disabilities to apply. PAI actively cultivates an institutional culture that reflects the values of respect, equity, and inclusion that it seeks to amplify in its work.