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Administrative and Development Assistant

Words Without Borders Full-Time  Anywhere 16 Dec 2022
Administrative and Development Assistant

Job Description

Words Without Borders seeks an administrative and development assistant to support the executive director in the management of the organization’s operations and fiscal growth. The ideal candidate will be a highly organized, systems-oriented self-starter able to prioritize a wide range of tasks. Reporting to the executive director and working closely with the development coordinator, the assistant will play a crucial role in strengthening Words Without Borders’ administrative capacity at a time of programmatic growth. This is an exciting opportunity for an early-career professional looking to gain experience and make an impact at a renowned international literary and educational organization.

Founded in 2003, Words Without Borders cultivates global awareness by offering unparalleled access to international writing in English translation. Reaching readers around the world, our website provides a vital platform for today’s international writers and literary translators. Our programs include our Whiting Prize–winning digital magazine for international writing in translation, an online education program for students and educators, and public literary events held virtually and in New York City.

Responsibilities

The assistant will provide support to the executive director and development coordinator. Duties will include:

Office support:

  • Manage online office accounts, file systems, and contact database
  • Plan, organize, and schedule virtual and in-person meetings; take and distribute notes as needed
  • Order supplies as needed; order food for meetings
  • Coordinate travel for senior staff
  • Implement organization-wide time tracking system
  • Maintain and update employee handbook; distribute and collect annual staff policies
  • Help draft, post, and distribute job descriptions

Executive and board assistance:

  • Prepare communications including memos, reports, and correspondence for the executive director
  • Carry out research for the executive director and board
  • Prepare monthly board newsletter
  • Track annual board commitment forms
  • Schedule, staff, and help prepare materials for board meetings
  • Respond to board members’ requests with discretion

Financial administration using Quickbooks Online and Bill.com:

  • Categorize income and expenses
  • Create and track invoices and payments
  • Support annual audit fieldwork and quarterly financial reports
  • Download account statements and other materials for WWB’s bookkeeper
  • Help prepare budgets for grant proposals and reports

Development and events:

  • Draft and send donor correspondence
  • Support the development manager in the preparations of an annual impact report
  • Provide logistical and administrative support for fundraising and cultivation events, including WWB’s annual gala

Qualifications

  • College degree or equivalent
  • Prior administrative or office management experience in a professional setting
  • Superb written and verbal communication skills; success in using a wide range of communication styles a plus
  • Excellent time-management skills and a proven ability to balance competing priorities and meet deadlines
  • Aptitude for learning and implementing new systems and software
  • Ability to handle sensitive and/or confidential material with discretion
  • Past experience developing and maintaining filing systems strongly desired
  • Past experience managing budgets and invoices strongly desired
  • Past experience with online office tools used at WWB strongly desired (these include Quickbooks Online, Salesforce, Mailchimp, Dropbox, Microsoft and Google Office)
  • A passion for international literature, education, and/or cultural exchange a plus

Job details

This is a full-time (32–35 hours/week), remote, non-exempt position based in the United States. Permission to work in the US is required. The applicant should be available during US eastern working hours. Salary range is $36,000–$40,000 per year DOE plus health benefits and paid time off.

Not sure if you meet all the requirements? Consider that research has shown that men apply for jobs when they meet an average of 60% of the criteria, yet women and other people who are systematically marginalized tend to apply only if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply.

Words Without Borders does not discriminate on the basis of race, religion, ethnicity, age, gender identity, sexual orientation, socioeconomic status, nationality, marital status, parental status, military service, or disability. We are committed to pursuing equity and inclusion in our organization and seek candidates who bring diverse backgrounds and new perspectives to our work. Individuals from groups who have been historically underrepresented in the field of publishing are especially encouraged to apply. Permission to work in the US is required.

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