Careers

Office and Events Coordinator

BASIC INFORMATION

Job Title: Office and Events Coordinator

Status: Full Time, Exempt

Place of Performance: Seattle-Area, Washington

Travel Requirements: Limited

Supervisor: Vice President

Direct Reports: None

 

ABOUT WASHINGTON GLOBAL HEALTH ALLIANCE

The Washington Global Health Alliance (WGHA) is a membership organization connecting and informing Washington’s global health community, creating a culture of collaboration at home so our members can have more impact throughout the world. We engage in, and advocate for, Washington state, as a center for global health on the world stage. Washington Global Health Alliance works to improve health conditions worldwide by strengthening our state’s community of public and private organizations, developing a dynamic workforce and helping partners resolve global health issues.

 

POSITION SUMMARY

The Office and Events Coordinator is responsible for providing comprehensive support to the CEO, Board of Directors, and WGHA staff managing the organization’s office operations and helping to facilitate events. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.  Flexible onsite and remote availability in the Seattle and Eastside areas is critical to this role as some of our events are held during early morning and evening hours.

 

PRIMARY RESPONSIBILITIES

  • Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
  • Facilitate remote and in-person events. Under direction of the Programs and Events Manager, assist in the coordination and facilitation of our monthly events including building slide decks, writing run-of-show materials, running slide presentations, coordinating speakers, assisting with registration, finding venues and vendors, managing catering & AV.
  • Manage WGHA financials including accounts payable + receivables, bank deposits, reconcile bank statements and credit card statements. Includes collecting receipts, coding, and preparing documents for bookkeeper according to established processing schedule. Assist in 990 tax filing and biannual audit support.
  • Manage monthly Payroll and timesheets.
  • Monitor vendor contracts and commitments; maintain WGHA insurance, business licensing, charity registration, etc.
  • Mail pickup as needed.
  • Prepare, collect, and monitor COI and pledge forms.
  • Document current process for overall transition of key activities.
  • Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, including the WGHA team, to meet their current and future information needs. Supervise IT consultants. Prepare budget recommendations.
  • Answer main phone line and respond to inquiries.
  • Manage petty cash reimbursements and reconciliation.
  • Other projects/duties as assigned for the overall benefit of the organization.

 

QUALIFICATIONS AND EXPERIENCE

  • Strong ability to execute work with a diversity, equity, and inclusion lens.
  • Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred.
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice.

 

WORK ENVIRONMENT

  • Thrive in an intense, do-it-yourself, start-up environment.
  • Ability to work well within a cross-functional team environment and diverse communities.

 

BENEFITS           

  • This position is an excellent opportunity for a highly motivated person to assume a pivotal role in a high-profile organization. Starting salary will be commensurate with candidate experience within the range of $60,000-$72,000 annually.
  • Health, dental, vision, Rx, long-term disability, short-term disability
  • Vacation, PTO, and holidays
  • Matching Simple IRA

 

HOW TO APPLY

WGHA is a proud equal opportunity employer committed to an inclusive work environment and to building a team that reflects the rich diversity of our community. People of color, people with disabilities, and people of diverse sexual orientations, gender expressions, and identities are encouraged to apply.

To apply, please submit your resume and a cover letter to admin@wghalliance.org. Your cover letter should express your specific interest in and qualifications for this role. Applications will be accepted and reviewed until the position is filled. If the position is visible on our website, it remains open.

Stay in the loop on the latest global health news, trends, and community events.

Become a Field Notes subscriber today!

* required