Office Manager/Executive Assistant

ABOUT RAZOM 

Razom, which means "together" in Ukrainian, is dedicated to upholding the principles of the Revolution of Dignity (Maidan) and actively contributing to the establishment of a secure, prosperous, and democratic Ukraine. We achieve this by creating, inspiring, and collaborating on initiatives that motivate people to think, partner and do.

The executive team creates the conditions for Razom’s five programs to be successful through fundraising, communications, finance, operations, strategy, volunteers and by harmonizing with teams across time zones and continents: US and UA.

OVERVIEW OF ROLE

The person in this role is a critical member of a dynamic global team  and is responsible for efficient communication and use of time and physical space.  The ideal candidate will have a proven track record of success in solving problems before they arise in a fast-paced environment with a strong sense of humor and a deep passion for the mission of the organization. This person is extremely detail-oriented and learns quickly. 

Supports the CEO and team with administrative work: meeting minutes, booking appointments, booking travel, expense management, office management etc.  The incumbent reports to the CEO and works across the executive team.

While this new team member will be responsible for many well-known office tasks, the ideal candidate will also bring their own creativity and energy to help solve problems, collaborate on projects, and propose new solutions

REPORTS TO

CEO, Razom for Ukraine

RESPONSIBILITIES

Time and Task Management

• Providing administrative assistance, such as sorting communications by level of priority and reviewing, writing, and editing e-mails
• Organizing meetings, including scheduling, sending reminders, and setting up/ running  Zoom calls/presentations
• Sitting in on high-level meetings and maintaining comprehensive and accurate records of meetings while maintaining a high level of confidentiality
• Answering phone calls, emails, and other communications in a polite and professional manner
• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
• Supporting other members of the board or executive team as needed 
• Operating in a seamless integrated global team with people in North America and Europe
• Take minutes for executive, and program meetings as needed
• Provide executive team administrative support as necessary, including scheduling meetings, maintaining calendars, arranging travel, doing research, and creating reports.
• Other duties as relevant to administrative functioning as assigned

Space Management 

• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.
• Oversee office supplies and purchase supplies as needed; oversee office equipment and arrange services and orders as needed
• Ensure office spaces are orderly and neat
• Assist with office layout planning and office moves
• Lead the project to understand needs and preferences of the team; share feedback and recommendations; help shape priorities
• Be the key point of contact for Razom to make any moves, construction, redesign of space in New York City
• Perform receptionist duties during agreed upon hours:  greet visitors, and answer and direct phone calls.
• Receive and sort incoming mail/deliveries and manage outgoing mail.
• Assist in developing office policies and ensure office policies and procedures are implemented appropriately.
• Manage relationships with outside vendors (including price negotiations)
• Maintain office calendar, schedule staff meetings, and coordinate miscellaneous office events
• Assist with internal and external events hosted by Razom, including coordinating with implementing team and assisting with day of logistics and tasks including, as relevant: 
• Booking in-house event venue
• Coordinating with staff and volunteers
• Sourcing & managing third-party vendors as needed
• Reviewing and approving BEOs
• Run-of-show, floorplans, and other logistics-related tasks
• Ensuring all events run smoothly

QUALIFICATIONS & EXPERIENCE

• 5 + years experience in collaborative, fast-paced work environment (can be office management or film or theater production or event management)
• Proven project management skills (loves making schedules and corralling people to meet the milestones).
• Fluency in Ukrainian and English language as well as knowledge of Ukrainian audiences is required
• Strong attention to detail and organizational skills
• High level of initiative, excellent problem solving, and critical thinking skills
• A positive attitude and the ability to work effectively with all different types of people
• Goal-oriented and highly organized self-starter who maintains high standards for their own work and the work of others
• Strong collaborator who works well independently or on team projects
• Must demonstrate ability to manage multiple tasks and meet deadlines
• The ideal candidate is passionate about Razom’s mission, the issues we work on, and about learning how a non-profit operates
• Excellent written, verbal and interpersonal communication skills; ability to communicate clearly and succinctly with consideration to various audiences
• Experience with Google Suite, Slack, Dropbox, Microsoft Word, Excel and Outlook. Proficiency with mail merges and calendaring required. Familiarity with Google Workspace is a plus.
• Comfort in maintaining technical systems