Executive Assistant to the Chief Development Officer, Deputy Chief Development Officer

Room to Read seeks to transform the lives of millions of children in developing countries by focusing on literacy and gender equality in education. Working in collaboration with local communities, partner organizations and governments, we develop literacy skills and a habit of reading among primary school children, and support girls to complete secondary school with the relevant life skills to succeed in school and beyond.

We are non-governmental, non-religious and work with many local NGOs and community based organizations to implement our programs. We currently work in Bangladesh, Cambodia, India, Laos, Nepal, South Africa, Sri Lanka, Tanzania, Vietnam, and Zambia – countries with a desperate lack of resources to educate their children. Since our inception, Room to Read’s worldwide team has impacted over 5 million children by constructing more than 1,400 schools, establishing over 11,000 libraries, publishing 550 new children’s book titles in 22 local languages, and putting over 10,000 girls onto long-term, holistic scholarships.

Room to Read has an annual budget of approximately US$38 million and our global staff numbers over 420. Our global headquarters is located in San Francisco, and we have smaller fundraising offices in Delhi, New York, Hong Kong, London, Mumbai, Sydney, and Tokyo. We have an Asia Regional Office located in New Delhi, a Southern Africa Regional Office in Pretoria, and program offices in Colombo, Dhaka, Hanoi, Ho Chi Minh City, Kathmandu, Lusaka, New Delhi, Pretoria, Phnom Penh, Vientiane, and we are setting up operations and hiring staff for a new office in Tanzania.

Position Overview:

Room to Read has experienced tremendous growth since our founding in early 2000 and the work schedule of the Development Department (DD) Leadership is challenging. We seek a professional assistant with previous experience serving a senior executive to provide him or her with full-time administrative support. The primary responsibility for this position is to assure that the CDO, and Deputy CDO are as productive and efficient as possible.

Duties & Responsibilities:

50% of Time CDO, Deputy CDO:

• Proactively assess CDO’s, Deputy CDO schedule and needs to provide assistance streamlining communication and processes. Help to coordinate their schedules to ensure they are able to balance meeting needs with time to handle strategic projects.
• Represent CDO and Deputy in internal meetings where one or both cannot be present to take notes and determine what decisions / next steps are needed
• Primary coordination role - Coordinate DD weekly 1 on 1 meetings with direct reports.
• Coordinate DD Global Meetings and DD Senior Leadership Team (SLT) meetings across multiple international time zones by setting agendas, note-taking, managing recording and dissemination of meeting using Webex, and managing logistical details
• Pull monthly reports for review and tracking by CDO, & DCDO
• Coordinate with DD Staff to deliver information required for quarterly reforecasting and review meetings.
• Plan all travel, both domestic and international for CDO and Deputy This includes flights, hotels, inter-city transportation, and all logistics related to events, speeches and other Room to Read activities
• Assist with calendar management and with filtering, qualifying and scheduling phone calls and meeting requests. Decide how best to route questions on behalf of CDO, Deputy CDO
• Respond to phone inquiries, decide how best to route questions, and respond to selected email messages at the direction of the CDO, Deputy CDO
• Organize, manage, and maintain record of high level contacts made by the CDO and DCDO, as well as keep current key contact information for high level donor relationships assigned to CDO and DCDO
• Calculate accurate expense reports and Room to Read credit card statements for CDO and DCDO
• Coordinate visits from visiting DD Remote staff
  Coordinate training for new hires
• Create and keep updated various PowerPoint presentations on Room to Read’s work to be presented by CDO, Deputy CDO at various internal and external meetings
• Track and coordinate all volunteers and temp help so that there is a clear understanding responsibilities and time commitments.
  Carry forward particular aspects of strategic projects and undertake special projects - as directedy by the CDO and Deputy, as necessary

50% Administrative Coordination to other SF-based Teams:

• Support and help coordinate donor correspondence for IFF team, including: personalized acknowledgments, stewardship reports, donor project reports, and other outreach to donors / prospects
• Perform administrative tasks to support the team. For high level donors this includes but not limited to: maintaining accurate management of donor records and information in the Raiser’s Edge database and other donor specific support.
• Support fundraisers with meeting preparations, including the collection of materials, preparation of PowerPoint materials, setting up meeting rooms, procuring A/V equipment, catering, etc.

Qualifications:

Required

• Bachelor’s degree
• 5-10 years work experience in a fast-paced, growth-oriented environment
• Previous Executive Assistant experience for a C-level executive, and/or Personal Assistant or Administrative Coordinator experience
• History of dedicated volunteer activity and/or commitment to non-profit organizations
• Strong written and verbal communication skills
• Adept at using Excel, Word, PowerPoint and Outlook.
• Detail oriented and flexible
• Proactive and tenacious troubleshooting skills
• Ability to work independently and as part of a team
• Results-oriented and strong work ethic
• Ability to juggle multiple priorities simultaneously and take initiative

Preferred

• Experience traveling and/or living internationally or working across cultures
• Experience in the non-profit fund raising sector is a plus

To be successful as a member of the Room to Read team, you will also:

• Have a passion for our mission and a strong desire to impact an up-and-coming non-profit organization
• Be an innovative and creative thinker – you are not afraid to try something new and inspire others
• Have a very high level of personal and professional integrity and trustworthiness
• Have a strong work ethic and require minimal direction
• Work well independently as well as part of a team
• Thrive in a fast-paced and fun environment

Compensation:

Room to Read offers a competitive salary with excellent benefits. Benefits include health, dental, vision, long-term disability insurance, commuter benefits, and a 401K match. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, fun, and rapidly growing organization that is changing the world through literacy and gender equality in education.

Application Procedure:

Please send a cover letter and resume by email, with “Executive Assistant” in the subject line, (no letters, calls, faxes, or drop-ins) to hiring@roomtoread.org. Due to high applicant volume you may not receive a response from Room to Read.

Room to Read is an equal opportunity employer committed to identifying and developing
the skills and leadership of people from diverse backgrounds.