Organization:

Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate and promote sound policy and program development. The Institute’s overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization.

Position Summary:

The Policy Administrative Assistant provides support to the division engaged in advancing a policy agenda for sexual and reproductive health and rights (SRHR) at the state, federal and global levels. The position is responsible for supporting the division’s leadership team in the effective execution of key internal and external priorities. The position provides administrative and program support to the division and ensures that the office space is functional and systems are in place to achieve our mission.

Responsibilities:

Assistance to Public Policy Leadership

  • Ensure the Vice President and Policy Management Team are fully equipped for successful performance by getting alignment on priorities, establishing communication systems and being someone who can be relied on for the best possible results for the organization
  • Support the Vice President’s engagement with external stakeholders, including scheduling and preparing for meetings, conferences, presentations and travel
  • Accompany the Vice President to select meetings and handle follow-up actions
  • Track and help manage the Vice President’s and Directors’ workweek to make progress on goals that must be achieved

 

Program Support

  • Assist with the development of policy analysis articles, factsheets and other policy-related materials
  • Assist with the development of slide presentations, charts, diagrams and other visual tools to communicate complex information in a simple manner
  • Search online for materials and sources of information for the federal, state and global teams, as needed
  • Coordinate and support meetings and events, on- and off-site, including sending meeting agendas to participants in advance and follow up items afterward
  • Draft and coordinate execution of contracts with partners and consultants
  • Compile policy-related reports and maintain project management systems designed to organize, track, and manage the division’s work
  • Maintain internal and external distribution lists, division instructional manuals, databases and impact tracking systems
  • Monitor Federal Register, Congressional Record and Grants.gov for SRHR policy changes

 

Office Management

  • Track office supplies and work with Finance & Administration staff to ensure the Washington, DC office is running smoothly
  • Support division staff by entering their monthly expenses and assisting with travel arrangements, visa applications and conference registrations
  • Route invoices to the New York office headquarters and supervise on-site repairs and services
  • Liaise with IT and Meeting & Events staff to ensure that all systems are working effectively
  • Liaise with building staff and management on building maintenance and operations issues
  • Spot opportunities to improve systems, policies and practices
  • Perform other job-related tasks as assigned by supervisor

 

Qualifications and Skills:

  • A minimum of three years of relevant work experience at executive or special assistant level
  • Strong organizational skills, with the ability to set priorities, juggle tasks, work independently, follow through on assignments and meet deadlines
  • Detail-oriented and committed to producing high-quality work products
  • Positive attitude and flexibility, with the ability to push work forward through obstacles and adapt quickly as things change
  • Proficiency with Microsoft Office, and preferred experience with other systems such as Access, Asana, Salesforce, and Lexis-Nexis databases
  • Savvy at conducting Internet research; ability to gather data, compile information and produce high-quality written products
  • Customer service orientation, strong interpersonal communication skills with staff at all levels and good judgement in handling confidential information
  • Ability to foster an inclusive workplace, where all staff feel respected, heard, engaged and valued

Salary and benefits

Salary starting at $50,000 to mid $50k’s and will be commensurate with experience.  Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time, paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.