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12 April 2018

Administrative Assistant, North America (Part-Time Position)

About the Internet Society

The Internet Society is the trusted independent source for Internet information and thought leadership from around the world. With its principled vision and substantial technological foundation, the Internet Society promotes open dialogue on Internet policy, technology and future development among users, companies, governments, and other organizations. Working with its members and chapters around the world, the Internet Society enables the continued evolution and growth of the Internet for everyone.

About the Position

The Administrative Assistant in this role will provide administrative support for the North American Regional Bureau team. The successful candidate will be a well-organized, flexible individual with strong verbal and written communication skills who thrives in a fast-paced, globally-diverse environment.  The ideal Assistant will have the skills to work independently, and under pressure at times, to handle multiple priorities, activities and confidential matters with discretion and balance.

This is a Part-Time (75%) position of up to 30 hours per week.

Location:   Ontario, Canada or Washington, DC Metropolitan Area (U.S.)

Essential Duties and Responsibilities

  • Manage an extremely active appointment calendar for the North American Regional Bureau team; work closely with the Regional Bureau Director, North America to keep him/her well informed of upcoming time commitments and requirements.
  • Ensure pre- and post-meeting materials are prepared and distributed to Regional Bureau Director on a timely basis.  This includes managing a timeline for requesting materials and following up on outstanding submissions.
  • Organize meetings and ensure pre- and post meeting materials are prepared and distributed to Regional Bureau Director on a timely basis and to meeting attendees.  This includes managing a timeline for requesting materials and following up on outstanding submissions.
  • Prioritize conflicting needs, handle matters expeditiously, proactively and follow-through on projects to successful completion, often with deadline pressures.
  • Act as a single point of reference and coordinator for key work in progress and be able to provide an up-to-date view of the status of specific projects.
  • Develop a general awareness of team requirements and challenges and use initiative to anticipate and resolve issues and/or provide solutions as required in order to facilitate the Regional Bureau Director’s ability to focus and prioritize.
  • Monitor and respond, in a timely and accurate manner to incoming general correspondence, email and invitations, many of which will be sensitive or confidential in nature.
  • Upon request, attend meetings to record minutes; compile, transcribe and distribute minutes.
  • Assist the North American Community Manager with administrative duties, such as updating various Chapter and project records in the Association Management System.
  • Assist the Community Manager with data gathering and reporting as needed
  • Assist the North American Community Manager with workshop/meeting preparations and travel fellowship arrangements as appropriate.

Minimum Qualifications

  • 5+ years of experience supporting senior-level staff within a global organization.
  • Demonstrated ability to work in a fast-paced multi-cultural environment with geographically-diverse individuals and organizations and interact quickly and skillfully with different internal and external constituencies in order to achieve goals.
  • Strong organizational skills; ability to perform and prioritize multiple, constantly changing tasks concurrently with an excellent attention to detail.
  • Proactive, solution-oriented approach to collaboration with strong decision-making capability in order to guide assigned projects to successful conclusions.
  • Excellent interpersonal, written and verbal communication skills in English a must; French is desirable.
  • Proficiency in Microsoft Office, including Word, Excel, Power Point, and Outlook.
  • Proven ability to handle confidential information with discretion
  • Solid knowledge of scheduling both domestic and international travel.
  • Excellent calendar management skills, including experience with coordination of complex meetings in multiple time zones.
  • Commitment to ISOC’s organizational mission, vision and values.

Compensation and benefit package for this position will be competitively commensurate with the successful applicant’s qualifications. Information about the Internet Society and its activities may be found at http://www.InternetSociety.org.

Applicants should forward the attached application, resume, cover letter, along with any other relevant materials to jobs-admin-na@isoc.org.

Applications will be evaluated until the position has been filled. The list of applicants will not be posted publicly, and will be reviewed in confidence by members of the evaluation committee.

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