Coordinator

Job Title: Coordinator

Reports To: Vice President, Public Policy and Advocacy

Department: Office of the President and CEO

Location: Washington, DC (Hybrid, requires 2-3 days in the DC office)

Classification: Full-time, Non-Exempt

How will you fight for an AIDS-free generation?

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is seeking a Coordinator to work in the Office of the President and CEO and provide strong logistical support on a variety of platforms, projects, and deliverables. In this role, s/he will provide a wide range of support activities to ensure appropriate management of executive-related travel, reimbursement, and appearances as necessary; facilitate the efficient management of schedules, meetings, and other engagements; and work with the Executive Services Officer to fully support EGPAF's Board of Directors.

No two days are alike at EGPAF, but what can you expect in this role?

Provide Administrative Support to the President and the CEO

• Manage CEO calendar and coordinate with EGPAF teams on CEO availability and timing necessary to support key events and activities.

• Arrange travel (including travel logistics such as visas, ground transportation, conference registrations, etc.) and process reimbursements for CEO and the Executive Vice President of Medical and Scientific Affairs.

• Provide administrative support for EGPAF delegations to select international conferences, including managing hotel room block reservations, reception planning/venue contracts, and other logistics as needed.

Organize Leadership Team Meetings

• Be responsible for meeting logistics, including agendas and associated materials, for select leadership meetings (Executive, Global and Senior Leadership teams, and EGPAF Townhalls).

• Summarize meeting outcomes and work with the Executive Services Officer to delineate and communicate agreed upon next steps.

• Schedule and organize internal town hall meetings and other webinars via Teams/Zoom, arranging simultaneous interpretation and recording.

• Lead logistics for global meetings that require international travel, including proactively communicating with participating staff about logistics and collecting and coordinating all necessary details (visa invitation letters, travel details for airport transfers, etc.).

Support the Functions of the EGPAF Board of Directors

• Schedule Board Committee calls and support circulation of agendas and associated meeting materials.

• Coordinate with senior leaders on their submission of Board book materials and manage overall production process of the Board book with Design team.

• Manage meeting logistics for Board meetings and Board dinners.

• Capture meeting minutes for each Committee call and Board meeting, obtain Board Secretary approval of Board meeting minutes.

• Collect and maintain records from Board members that are needed to ensure legal compliance.

Communications and Coordination with other Departments

• Manage scheduling of CEO media interviews and associated preparatory discussions.

• Inform Digital team of changes to Board members and/or GLT members to update bios on external website.

• Serve as Executive team's Knowledge Management point of contact.

• Manage process of getting executive communications translated into French and Portuguese, as needed.

• Coordinate with Development team on CEO availability and timing necessary to support key fundraising milestones and completing specific donor engagements.

• Coordinate with PPA team on CEO availability for key political and thought-leadership events and meetings.

To be successful, you will have:

• Strong organizational and computer skills, as well videoconferencing experience

• High attention to details

• Ability to summarize and share information clearly and concisely.

• Thrives on a small team with multiple areas of responsibility.

• Self-starter and self-motivated

Bonus points if you have:

• Experience with developing countries

• Fluency in French or Portuguese

As a global, multinational, and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact our hotline by phone (US: dial toll free 888-225-1429; all other countries: call collect 770-776-5674), or online (English: www.reportlineweb.com/pedaids; all other languages: https://iwf.tnwgrc.com/pedaids).