Job Description

Responsibilities

·Provide high-level administrative support to External Affairs leadership and divisional staff, including calendar coordination, scheduling, and day-to-day assistance.

·Coordinate and support daily operational and administrative activities across the External Affairs division to ensure efficient workflow and collaboration among research, policy, development, and communications teams.

·Assist with project coordination across the division’s key functional areas by supporting planning, tracking, and execution of initiatives, including maintaining timelines, organizing deliverables, and monitoring task completion.

·Support research and policy projects by coordinating meetings, tracking milestones, organizing background materials, managing document versions, and facilitating information sharing among internal teams and external partners.

·Support development initiatives by assisting with donor or funder-related logistics, tracking deadlines and submissions, organizing supporting documentation, and coordinating internal review and approval processes.

·Support communications projects by helping manage content calendars, coordinating reviews and approvals, organizing digital and print materials, and tracking distribution or publication timelines.

·Create, organize, and maintain accurate electronic filing and record-keeping systems for divisional materials, correspondence, reports, and reference documents.

·Manage and coordinate travel arrangements for leadership and staff, including processing required authorizations, booking travel and car services, and ensuring compliance with organizational policies.

·Serve as divisional timekeeper by processing weekly payroll submissions through ADP and ensuring timely and accurate reporting.

·Prepare, distribute, and update materials for meetings, briefings, and presentations, including agendas, background materials, and follow-up documentation.

·Provide administrative and logistical support for meetings and projects, including scheduling, tracking updates, coordinating content development, and supporting cross-team communication.

·Support special projects and perform additional administrative or project-related duties as assigned by management in support of divisional goals.

Qualifications

·Bachelor’s degree or equivalent work experience in Business, Health Administration, Communications, Graphic Arts, or related field required

·Minimum three (3) years of experience in administrative support, project coordination, operations, or customer service, preferably in a high-volume call center or front-desk environment

·Demonstrated ability to support fast-paced operations while managing multiple priorities and deadlines

·Strong organizational and documentation skills, including experience creating workflows, SOPs, and tracking deliverables

·Excellent written and verbal communication skills, with the ability to interact professionally with staff, members, and external stakeholders

·Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and comfort using databases or CRM systems (Salesforce or similar preferred)

·Attention to detail and ability to manage sensitive information with discretion

·Strong problem-solving skills and ability to adapt to changing operational needs

·Ability to work collaboratively across teams and support both administrative and front-line operational functions

·Ability to work flexible hours, including some evenings and weekends