05.04.2022
Media

Senior Administrative Assistant, AMAZE

Advocates for Youth is seeking a highly organized, detail-oriented Senior Administrative Assistant for the AMAZE project.

PROJECT DESCRIPTION: AMAZE, a project of Advocates for Youth and the WestWind Foundation, harnesses the power of digital media to provide young people around the globe with medically accurate, age-appropriate, affirming, and honest sex education they can access directly online—regardless of where they live or what school they attend. AMAZE also strives to assist adults—parents, guardians, educators and health care providers around the globe—t communicate effectively and honestly about sex and sexuality with the children and adolescents in their lives.

POSITION DESCRIPTION: The Senior Administrative Assistant will work with the AMAZE Program Manager and Brand Strategist to provide administrative support to a team of approximately 15 professionals working on the AMAZE project in the United States and around the world.  The Administrative Coordinator will plan and coordinate team and subcommittee meetings; create agendas, take minutes, follow up on meeting to-dos and outcomes; support logistics for online and in person meetings, workshops and conferences; draft memoranda of understanding between AMAZE and its contractors; process contractors’ invoices; manage the AMAZE inbox; and help organize, maintain and disseminate as requested by team members the working files of more than 500 AMAZE videos in English and multiple other languages.

 

SUPERVISOR: AMAZE Program Manager and Brand Strategist

RESPONSIBILITIES

  • Coordinating team and subcommittee meetings, including drafting agendas, taking minutes and following up on tasks and outcomes from the meetings
  • Managing the AMAZE inbox, including responding to emails and distributing email as necessary to the appropriate team member
  • Working with team members to order AMAZE materials for toolkits and conference distribution
  • Mailing AMAZE materials to educators, health care providers, parents and others as requested
  • Drafting and sending monthly newsletter to team members
  • Coordinating logistics for in person and virtual meetings, conferences, workshops and exhibits 
  • Drafting memoranda of understanding for AMAZE contractors and processing their invoices 
  • Creating monthly reports on media mentions of AMAZE
  • Assisting with the collation, organization, maintenance and dissemination of video files, gathering the working files from animators, providing working files to international partners and gathering and organizing files of the video adaptations and new videos created by international partners
  • Uploading closed-captions or subtitles, provided by international partners, to the AMAZE.org and AMAZE Africa YouTube channels 
  • Other tasks as assigned

SKILLS

The successful candidate will be extremely organized and pay close attention to detail. Must be able to multi-task and take initiative in creating and maintaining systems, coordinating meetings, creating agendas, taking notes and following up on meeting outcomes. Should be skilled at using Microsoft Office, Excel, Powerpoint, Zoom, and Google Drive and other software systems to help keep a historical record of the project and keep the project team organized.  Strong verbal and written communication skills are essential. Solid command of the English language (additional languages helpful) and the ability to create, update, and proofread documents, budgets and graphs is necessary. Demonstrated skill at meeting deadlines and supporting a team with multiple members and priorities. 

QUALIFICATIONS

Demonstrated experience working for at least three years to successfully support a team of at least 10 individuals. Experience working with partners abroad is a plus. Facility with English is essential, working knowledge of other languages is helpful. Demonstrated experience working with Excel files and conducting conference and webinar planning and logistics, working knowledge of video and animation files is a plus.

In addition, the successful candidate will have the ability to contribute to a positive team environment and to balance multiple projects at once. Qualified candidates must be committed to Advocates for Youth’s mission and goals. 

HOURS: This is a full time position (32 hours per week) and includes health/dental benefits, life and short- and long-term disability insurance, 403(b) retirement plan, and student loan paydown benefit.

SALARY: $58,000 to $70,000

START DATE: Negotiable but ideally no later than July 1, 2022

LOCATION:  Advocates’ offices are in the District of Columbia.  While some telework is available for this position, the successful candidate will be required to be in the office at least a few times per month.  As such, preference may be given to candidates living in (or willing to move to) the District of Columbia or the area surrounding DC.

Advocates for Youth is an Equal Opportunity/Americans with Disabilities Act employer and strongly encourages BIPOC and LGBTQ people to apply.

HOW TO APPLY:  Please send resume and cover letter to afyhr@advocatesforyouth.org with subject line AMAZE Senior Admin Assistant by 5/12.