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Executive Assistant/Marketing Coordinator

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Position
Executive Assistant/Marketing Coordinator
Type
Full-time
Organization
Himalayan Cataract Project
Location
Milford, OH
Job Summary

The Executive Assistant and Marketing Coordinator (EA/MC) plays an important role both internally and externally in enabling the CEO in her duties through effective organization, coordination, and communication with key stakeholders. S/he will also be instrumental in building a new and significant marketing effort to raise awareness of HCP and our work. This highly visible role will require the ability to manage various priorities, build relationships, collaborate with others and be an excellent communicator.

Job Description

ORGANIZATIONAL PROFILE:
The Himalayan Cataract Project (HCP) works to cure needless blindness with high-quality, cost-effective eye care in underserved areas of the world. Thirty-six million people are blind worldwide, yet 80% of this burden is treatable or preventable. Cataract is the largest cause of blindness affecting 17 million people, who could be cured with a 10-minute, $25 surgery. HCP is keenly focused on enduring solutions to avoidable blindness for under-resourced people and communities, not only providing critical care but strengthening local capacity to provide high-quality eye care to the underserved. HCP has offices in Vermont and in the Washington, DC metro area, with programs in 7 countries on 2 different continents and an estimated 75 implementing partners.

Himalayan Cataract Project is expanding its team to meet new challenges, scale its work, and broaden its reach. We are seeking individuals with an aptitude for operating in growth environments with interest and/or experience in scaling systems.

SCOPE OF WORK:
The Executive Assistant and Marketing Coordinator (EA/MC) plays an important role both internally and externally in enabling the CEO in her duties through effective organization, coordination, and communication with key stakeholders. S/he will also be instrumental in building a new and significant marketing effort to raise awareness of HCP and our work. This highly visible role will require the ability to manage various priorities, build relationships, collaborate with others and be an excellent communicator.

ESSENTIAL JOB FUNCTIONS:
EXECUTIVE ADMINISTRATION

  • Schedule meetings, including prioritizing meetings and communicating all relevant details to participants.
  • Serve as the first point of contact for a wide variety of high-level relationships between the CEO and external
    contacts.
  • Manage CEO travel, including bookings, visas, global health requirements; develop and distribute itineraries
    to all key stakeholders. This includes liaising with partners in other locations to ensure all arrangements are in
    place prior to CEO’s arrival and prepping CEO with appropriate materials for meetings and travel.
  • Coordinate with Executive Coordinator on key meetings to ensure CEO and Leadership Team are set up for
    success with advance communications and material development.
  • Draft and edit correspondence, articles, reports and/or presentations.
  • Process CEO business expenditures, including, but not limited to corporate credit card account, travel
    expenses and office expense accounts. Manage administrative duties (eg, Clicktime) for CEO.
  • Coordinate and manage special projects, including working collaboratively with staff to assure projects meet
    deadlines.
  • May be required to keep critically sensitive and confidential information.

DEVELOPMENT & COMMUNICATIONS

  • Coordinate process and planning for marketing project to assess current and ideal messaging and creative
    assets; serve as a project manager, working with CEO and marketing leaders to ensure key meetings and
    deliverables stay on track.
  • Support key HCP marketing initiatives through project coordination, helping to generate awareness of the
    organization across multiple channels.
  • In partnership with communications manager, coordinate communications with external agencies to ensure
    clear project timelines and deliverables in support of driving awareness of HCP messages.
  • Create and manage the annual HCP brand calendar.
  • On an ongoing basis, notify the team of upcoming projects, helping to keep initiatives and resources on track.
  • Want to learn new things and be flexible in taking on additional responsibilities.

QUALIFICATIONS

  • Minimum of 5-7 years administrative experience supporting a senior executive. Experience in an international
    organization and/or in a non-profit setting highly preferred.
  • Outstanding time management and organizational skills including keen attention to detail with ability to track
    multiple projects at one time.
  • Demonstrated superb communication skills (oral and written) with a confident, concise, clear and compelling
    style. Ability to produce well thought-out, professional correspondence free of grammatical and spelling
    errors.
  • Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all
    internal and external stakeholders, including individuals from diverse backgrounds. Must also demonstrate
    ability to maintain confidential/sensitive information.
  • Proven experience in planning and project management.
  • Ability to be flexible and operate in ambiguity at times.
  • Experience with international travel planning a strong plus.
  • Excellent computer skills and technical aptitude, proficient with Google Workspace, MS Office, Dropbox
    (and other cloud-based software), MacOS, and experience with Apple hardware.
  • Light travel may be required.

Additional qualifications include:

  • HCP firmly believes in promoting the public good, which at a minimum includes doing what we can as an
    organization to provide a safe working environment for our employees, volunteers, partners, and visitors. For
    these reasons, all US employees, volunteers, or visitors are expected to be fully vaccinated against Covid-19.

WORKING WITH HCP:
Himalayan Cataract Project is a high-energy and fast-paced organization. We work to change eye care in the low- and middle-income countries with a firm commitment to eradicating unnecessary blindness and reaching the unreachable patient. We are a small team where everyone plays an important role and has an impact. We hire individuals who are professional, collaborative, and creative thinkers with a passion for our mission.

Himalayan Cataract Project considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

Thank you to our sponsors

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