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Operations Coordinator

Chemonics International is seeking an Operations Coordinator for the Executive Office. The Operations Coordinator conducts administrative operations for the Executive Office, Executive Management team, and Board of Directors. The operations coordinator directly supports the CEO, COO, CFO, and Executive Vice Presidents by overseeing administrative and logistical needs, including meeting management, corporate events, facilitating executive approval processes, and supporting cross-cutting initiatives. Additionally, this position addresses needs related to the establishment and maintenance of Executive Office staff support and resolves internal operational issues. We are looking for individuals who have a passion for making a difference in the lives of people around the world. 

Principal Duties and Responsibilities: 
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
  • Provides administrative support for executives, including answering phones, monitoring email, and managing calendars using judgment, discretion, and anticipating the needs of executives. Has the foresight to adjust future schedules and manage expectations of various stakeholders 
  • Helps manage the front office and anticipates the needs of executives by acquiring a knowledge of division and corporate operations 
  • Serves as point of contact in the Executive Office by engaging with all staff and visitors with exceptional client service 
  • Ensures that executives are prepared for meetings by preparing daily calendars and relevant documents for meetings 
  • Schedules and plans meetings as requested, including booking conference rooms, compiling relevant presentations and documents, setting up presentations, and submitting catering requests 
  • Manages electronic and in-person signature requests for executives from across the company Works with various stakeholders to ensure documents are executed in a timely manner 
  • Processes Delegations of Authority (DOAs) and Power of Attorneys (POAs) through coordination with business units and core compliance teams 
  • Arranges travel for executives as requested by submitting travel authorization and approval forms and liaising with the travel department 
  • Arranges travel for board members by liaising with business units, security, executives, and board members to coordinate trip preparation and create trip materials 
  •  Manages use and reconciliation of corporate credit card 
  • Submits expense reports and invoicing requests for Executive Office, President and CEO, Executive Vice Presidents, and Board of Directors 
  • Supports logistics for weekly EMT meetings. Distributes agenda and relevant information in a timely fashion, compiles and distributes presentations, captures key takeaways, and troubleshoots technical issues during the meeting 
  • Updates SharePoint pages with office-specific information and maintains file system 
  • Assists Manager in preparing for Board meetings and executive retreats 
  • Assists Assistant Corporate Secretary in processing document requests as an authorized notary Acquires a knowledge of corporate documents to be able to respond to requests from projects 
  • Communicates corporate information to the division and board of directors 
  • Supports implementation of Executive Division staff care strategy and events to promote divisional cohesion  
  • Responds to requests to employee inquiries by researching corporate policies and procedures 
  • Liaises with recruitment and hiring managers to initiate and support recruits. Provides recommendations and screens candidates. Serves on interview panels when relevant 
  • Onboards division employees by drafting communications, submitting new employee set-up requests, gathering orientation documents, processes payroll change forms and other HR forms, and provides on-the-job training when needed 
  • Offboards division employees by collecting relevant paperwork and materials and liaising with Human Resources and IT to ensure the process is completed correctly 
  • Creates agenda and facilitates monthly divisional staff meetings and other divisional and corporate staff events 
  • Contributes to new business efforts in proposal roles including, but not limited to, writing CVs, Branding and Marking Plans, Personnel, Past Performance Reviews, and Corporate Capabilities 
  • Serves as acting Manager when needed, and ensures that Executive Office operations run smoothly in the absence of a supervisor 
  •  Performs other job duties as assigned 
 
 Qualifications: 
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties. 
  • Bachelor’s degree or equivalent work experience required. Bachelor’s degree in business administration preferred 
  • Minimum one year of work experience in a professional office work environment required Experience as an executive assistant preferred 
  • Ability to maintain discretion and work with highly confidential and/or protected information required 
  • Demonstrated ability to communicate clearly and concisely both orally and in writing; strong cross-culture communication and sensitivity skills 
  • Demonstrated ability to handle routine tasks and operational issues in a fast-paced environment. 
  • Demonstrated experience in event planning and coordinating logistics 
  • Ability to multitask with strong attention to detail, organization, effective communication skills, and time management 
  • Demonstrated client service skills and ability to anticipate the needs of stakeholders  
  • Ability to follow standard practices and procedures, receive general instruction and supervision on work progress, manage-up, and make significant contributions to end results 
  • Ability to work both independently and as part of a team 
  • Strong customer service and interpersonal skills 
  • Demonstrated resourcefulness in problem solving and initiative to learn new skills 
  • Strong knowledge of MS Office applications 
  • Proficiency in a second language preferred 
  • Previous experience working in international development and/or living or conducting volunteer work in developing countries preferred 
  • Willingness to travel and work abroad a minimum of 4 to 8 weeks per year; experience living or working in developing countries preferred 
  • Demonstrated leadership, versatility and integrity
   
Physical Requirements:
  • Regular attendance and availability during normal business hours are required 
  • Ability to work in a normal office environment 
  • Occasionally lift and/or move up to 25 pounds. Reasonable accommodations can be made upon request 
   
Work Conditions:
  • Normal office environment; usually moderate noise level 
  • Occasional exposure to environmental conditions includes exposure to hot, cold, wet, humid, or windy conditions caused by the weather 
  • Ability to travel and work abroad in less developed countries for at least 4 to 8 weeks a year 

Apply by January 23, 2022. No telephone inquiries, please. Finalists will be contacted.

Chemonics is an Equal Opportunity Employer
Chemonics is an equal opportunity/affirmative action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Military veterans, AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Pay Transparency Nondiscrimination Provision
Chemonics will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by Chemonics, or (c) consistent with Chemonics legal duty to furnish information. 41 CFR 60-1.35(c)

COVID-19 Recruitment Information
Chemonics International is monitoring COVID-19 activity around the world. The health and wellbeing of our staff is of the utmost importance to us, and we continue to hire for all open roles with interviewing and on-boarding done virtually. Our new hires and current staff working from our Washington, DC, Arlington, VA, and London offices will temporarily work from home until it is safe to return to our offices.

COVID-19 Vaccination Information
Chemonics requires all US employees to be fully vaccinated.