Executive Assistant - International Partnerships

Description

Planet Aid is seeking a dedicated and highly organized Executive Assistant to join our International Partnerships team. In this role, you will provide critical administrative and operational support to the Executive Director of Global Partnerships and the broader team. This position is essential to advancing our mission of connecting innovative international development projects in health, food security, and education with USG funding, helping to uplift communities and drive sustainable change.

About the Role:

As the Executive Assistant, your work will directly support the development and expansion of impactful global programs. You will ensure the smooth operation of the International Partnerships department, supporting the team’s efforts to secure new opportunities that address urgent global challenges. If you are passionate about international development and want to contribute to projects that make a meaningful difference in the world, this role offers a unique opportunity to be a part of that change. Visit https://www.planetaid.org/people to explore our impact.

Key Responsibilities:

• Daily Administrative Duties: Manage an active calendar of appointments, complete expense reports, track and manage membership accounts and payments, and coordinate with consultants about contract execution and invoice payments.
• Communication and Correspondence: Compose and prepare correspondence on behalf of the Director, arrange complex travel plans, itineraries, and agendas, and compile documents for meetings.
• Financial Coordination: Work with the accounting office to make payments and generate monthly expense reports for the Director of International Partnerships' review and approval.
• Drafting: Draft PowerPoint and other presentations for internal and external meetings with private sector partners and US Government Agencies.
• Meeting Preparation: Secure, coordinate, and prepare partnership meetings for the partnership team, draft PowerPoint and other presentations for internal and external meetings.
• Data Management: Maintain all key elements and important data on the server, track websites, and update production plans. Building and improving the team's data processing and tracking using Excel and other project management software.
• Event Coordination: Analyze relevant conferences and networking opportunities, make recommendations for Planet Aid’s participation, and coordinate conference and seminar registrations, attendance payments, and travel arrangements.
• Training and Support: Manage, track, and train team members in navigating internal and external systems.
• Grant Development: Participate in the USG grant development process, including reviewing, editing, and coordinating proposal submissions to ensure compliance with requirements.

Benefits:

Planet Aid offers a comprehensive benefits package, including medical, dental, vision, disability, 401(k) with match, paid holidays, sick days, and vacations.

Why Join Planet Aid?

Planet Aid is a 501(c)(3) nonprofit organization committed to sustainable development and improving the quality of life for people in developing countries. By joining our team, you will play a key role in facilitating global partnerships and securing funding for projects that address critical issues such as health care, food security, climate change and education. Your work will contribute to the growth of programs that make a lasting impact on vulnerable communities and the planet.

Requirements

Education and Experience: Minimum of an associate degree preferred, with 7+ years of experience as an Executive Assistant. Additional experience will be considered in lieu of a degree.

Mission Driven: A demonstrated interest or passion for international development, climate change, or sustainability, with a commitment to making a positive global impact.

Attention to detail: This position requires a high level of organization and attention to detail.

Communication Skills: Excellent verbal and written communication, interpersonal skills, and the ability to work effectively across all levels of the organization.

Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with database record keeping.

Location: Hybrid Schedule On-site at Planet Aid Corporate Headquarters in Elkridge.

Travel: Willingness to travel to conferences, meetings, training, and Planet Aid sites as necessary (5%-10%).

Planet Aid is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.