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Program Assistant, Field Operations

Summary
Spirit of America seeks a Program Assistant (PA) to work in support of our worldwide field operations. The Program Assistant position requires teamwork, discretion, judgment, flexibility, and personal responsibility. As a member of a highly operational organization, the PA must be willing and able to perform a wide range of administrative and support functions to help ensure Spirit of America’s success in providing rapid and responsive support to deployed US troops and diplomats. The applicant must be highly flexible and willing to work under conditions of ongoing change with short deadlines while remaining professional and respectful of colleagues in a diverse and dynamic workforce. S/he should place a premium on the building of positive relationships with his/her team both in the field and in the Arlington, VA office. The Program Assistant must be able to prioritize and complete tasks without immediate follow-up by the supervisor, while also filling in gaps as needed to ensure responsiveness to the remainder of the field operations team.

This position provides an opportunity to see immediate results from one's work and to directly impact US national security and foreign policy objectives. Through support to SoA’s project managers, the PA will contribute to the safety and success of our troops and diplomats and the well being of local populations. 
    
The Position & Responsibilities

The Program Assistant will report directly to the Deputy Director of Operations and work in support of regionally aligned field operation project managers. Additionally, the PA will provide administrative support to other teams and conduct basic office management functions. This is a full-time position based in the Arlington, VA office, travel is not required for this position but opportunities may arise. 

This position will consist primarily of administrative work including: research, data entry, word processing, proof-reading, photocopying/scanning, shipping and receiving, scheduling, meeting prep and coordination, light errands and more. 

The Program Assistant will:

  • Provide travel support to the field team: planning assistance, hotel and flight booking, visa processing, and other logistical requirements;
  • Provide direct project support to include vendor solicitation and interaction, online ordering, shipping and receiving, and expense tracking;
  • Assist program managers with the creation of information and donor engagement products in support of various projects; 
  • Coordinate personnel support and action requests for program-funded staff including travel assistance, training logistics, and payroll support; 
  • Maintain and update the field team travel calendar;
  • Assist in responding to requests for information from field team members and external partners;
  • Act as a liaison between overseas PMs and other SoA departments (human resources, accounting development) when appropriate; 
  • Support special projects and initiatives as identified by the Field Operations Team or members of the Executive Staff. 
  • After an initial learning period, demonstrate an acquired knowledge of the organization’s policies, procedures and guidelines related to field programs and support to USG partners;
  • Provide general administrative support such as facilitating meetings, drafting meeting minutes, knowledge/data   management tasks, and other administrative services as required;
  • Provide support to other teams/departments as needed and time allows;
  • Perform all other duties assigned by the Deputy Director of Operations to ensure the successful provision of support to deployed US troops and diplomats.

Experience and Qualifications
Education:  

  • At a minimum, an applicant must possess a Bachelor’s degree or be currently enrolled and in good standing in accredited Bachelor’s degree program. 

Experience: 

  • A minimum one-year of experience, including internships.
  • US Military Veterans are highly encouraged to apply.
  • International travel experience is a plus. 

Skills: 

  • Excellent written and oral communication skills, a strong attention to detail, and excellent organizational skills are required.
  • Basic computer and social media literacy to include Microsoft Office suite, Gmail, Facebook, Twitter, and Instagram is required. Knowledge and/or experience with SalesForce, Adobe, and Box is a plus.

Personal Qualities
The Program Assistant’s personal qualities are as important as his/her résumé and professional qualifications. S/he must be a friendly, outgoing, natural relationship builder. The Program Assistant needs to have exemplary patience and outstanding listening skills.  

Spirit of America is a small, dynamic, and often geographically dispersed organization. The Program Assistant must be able to operate without direct supervision and balance multiple tasks simultaneously for Project Managers and staff that are working overseas and in various time zones. Prioritization, communication, and responsiveness are key to success in this position.  

Spirit of America
Spirit of America is a non-profit organization: a 501c3 public charity. Our mission is to support the safety and success of US troops and diplomats and the local people and partners they seek to help. Since being founded in 2003, we have provided millions of dollars in targeted assistance to help US troops and diplomats assist vulnerable local people in over 50 countries across Africa, the Middle East, Central and South Asia, Latin America, and Eastern Europe. We've established a groundbreaking model for partnership of a nonprofit organization with the US military. Our support is fast, flexible and decentralized. It makes our troops and diplomats safer and more successful. It helps them improve security and stability, build goodwill, and increase the wellbeing of those most at risk of extremism and conflict. And, our support helps local people help themselves.

Contact
Please direct any questions or further inquiries to jobs@spiritofamerica.org.

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