ADMINISTRATIVE COORDINATOR

Organization: DR SHALON MATERNAL ACTION PROJECT
Location: All US - Nationwide
Mission(s): Womens Issues
Job Type: Part Time
Posted On: Dec 29, 2022

MINIMUM REQUIREMENTS
Education: Bachelor's Degree
Career Level: Mid Career (2+ Years Experience)
Nonprofit Experience: 2-10 Yrs

JOB DESCRIPTION

 Executive Administrative Coordinator

Dr. Shalon's Maternal Action Project is seeking an Executive Administrative Coordinator.

Position Summary:

Reporting directly to the President and CEO, the Executive Assistant to the President/CEO provides executive, administrative, and development support to the President and Board of Directors, as well as the Senior Leadership Team (SLT) and HR. The Executive Administrative Coordinator (EAC) serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and coordinates special projects.

Essential/Primary Responsibilities:

Executive Support

  1. Assists the President/CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for meetings.
  2. Communicates with the general staff on the President/CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the SLT, The Management Team (TMG).
  3. Communicates directly and on behalf of the President/CEO with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed.
  4. Conducts research on prospective corporate and foundation donors to identify and evaluate current needs and assembles materials needed for the proposals.
  5. Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with foundations, donors, and prospects.
  6. Supports President/CEO in her external commitments, including service on external boards, committees, and other groups.
  7. Processes DSMAPs memberships with other organizations.

HR Support

  1. Administratively supports HR director (recruiting support, documents formatting, surveys set up and other administrative tasks), drafts emails and other PRB correspondence as directed.

Board Support and Liaison

  1. Serves as the President’s administrative liaison to the Board of Directors and manages Board activities, which include bimonthly Boar /new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Research potential Board members for the Nomination Committee.
  2. Coordinates Executive, Finance, Governance & Nominating, and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off-site to support the President’s agenda.
  3. Maintains Board portal (Directors Desk).

Management Liaison

  1. Participates as an adjunct member of the senior leadership team including assisting in scheduling, and attending meetings. Represents the President in designated meetings as required.
  2. Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.

Secondary Responsibilities:

  • Performs other duties as assigned.
  • Oversees the training and support of Believe Her Ambassadors.
  • Provide assistance as needed to Marketing and Development Managers.

Accountabilities

  • Position reports to the President/CEO and works directly with the Board of Directors.
  • Works directly with the Board Executive and Finance Committees.
  • Works directly with senior-level staff both internally and externally.

Experience & Education:

  • Bachelor’s degree or equivalent experience with social sciences background and an interest in national maternal health issues.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Five to ten years providing support for upper-level management in a related organization (i.e., social justice, reproductive health, social sciences, public health).

Skills & Abilities:

  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
  • Previous experience working with development and fundraising programs to increase donor contributions and funding sources.
  • Proficiency in Windows, including MS Word, EXCEL, and PowerPoint; fund-raising data management systems knowledge helpful.
  • Ability to learn new software such as Doodle polls and Director’s Desk board portal.
  • Ability to conduct research and present data in a succinct and well-written manner.
  • Ability to work independently and with professional discretion.
  • Excellent writing, editing, grammatical, organizational, and research skills.
  • Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of the president/CEO and staff, and others.
  • Knowledge of other languages and international customs is an asset; knowledge of Spanish is helpful.
  • Excellent management, time-management, and problem-solving skills.

Working Conditions/Other Data:

  • Due to the confidentiality of the work, the functions of this position should be performed in a private office location.
  • Occasional travel may be involved.
  • Please remember to attach the resume and cover letter in the documents section. This position is REMOTE.

Dr. Shalon’s Maternal Action Project is an IRS recognized 501(c) 3 organization.

 

ABOUT US

Dr. Shalon Irving was a Black woman with a passion for learning and for applying that learning to breaking down inequities in health systems; her life mantra was: “I see inequity wherever it exists.I am not afraid to call it by name and work hard to eliminate it. I vow to create a better earth.” Even with a dual Ph.D.—in both Sociology and Gerontology, two Masters' degrees, being a lieutenant commander in the US Public Health Service Corps and a distinguished Epidemiologist at the Centers for Disease Control, Shalon fell victim to the same racial and ethnic health disparities she fought so hard to eliminate. Three weeks after giving birth to her daughter Soleil, Dr. Shalon died from complications of childbirth that were totally preventable.

DSMAP is a growing non-profit committed to health equity for pregnant and postpartum Black women and birthing partners. Founded in 2019 by friends and colleagues of Dr. Shalon Irving, DSMAP’s vision is to develop and promote evidence-based solutions that address health inequities and improve health outcomes for Black women and birthing people.

Shalon’s Maternal Action Project is a registered nonprofit corporation in the State of Georgia and has a 501 (c) 3 tax exemption at the federal level.


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