Program Assistant, Health

With world attention on both the environment and the economy, Environmental Defense Fund (EDF) is where policymakers and business leaders turn for win-win solutions. By focusing on strong science, uncommon partnerships and market-based approaches, we tackle urgent threats with practical solutions. We are one of the world’s largest environmental organizations, with more than two million members and a staff of approximately 630 scientists, economists, policy experts, and other professionals around the world. We operate in 22 geographies with unique projects running across four programs. You will be part of a vibrant workplace that welcomes diverse perspectives, talents and contributions, where innovation and results are a way of life.

OVERALL FUNCTION

Environmental Defense Fund is seeking a Program Assistant who will provide administrative and program support for the Vice President, Health as well as the health program team under the supervision of the Vice President.  The Program Assistant will be a critical member of the health team and will be an experienced administrative professional who can provide complex administrative support for the team by performing challenging and specialized administrative and technical responsibilities.

 

KEY RESPONSIBILITIES

Contacts and Communication:

  • Prepare written materials, respond to information and scheduling requests, and help coordinate and track activities of Vice President
  • Provide administrative support to the health team including managing of contracts, grant agreements, invoices, and meeting logistics
  • Attend internal and external meetings and able to document, identify and track key takeaways, next steps, including resources or research needs
  • Collaborate on preparation and distribution of reports and other written materials
  • Communicate effectively with internal and external contacts on the needs of the program by providing or obtaining information
  • Develop, maintain and update document management systems to enable access to resources across the staff working on health projects
  • Actively promote and ensure clear communication within the program and with internal staff at all levels

 

Responsibility and Accountability:

  • Manage schedules, organize meetings, conference calls and video conferences for the Vice President and team
  • Assist with coordination of program projects by developing and maintaining calendars, and supporting follow up and tracking of impacts
  • Make independent and informed decisions on routine tasks and assignments
  • Solve moderately complicated problems using independent thinking and knowledge in both routine and specialized projects
  • Identify inconsistencies with programs systems and determine best practice solutions
  • Process expense and American Express reports and submit program-related invoices
  • Administer contracts for consultants, including  drafting contracts and working with Finance to ensure timely payments of contracts and assist with drafting contracts and grant agreements
  • Maintain well-organized and accessible files of all relevant program documents
  • Coordinate with Finance Manager to track the Health budget and assist with monthly budget forecasts
  • Coordinate projects to ensure deliverables are given within specificied timeframe

 

QUALIFICATIONS

  • At least 2 years of work experience in fast-paced, detail-oriented environment
  • Meticulous attention to detail and organizational abilities
  • Ability to proactively identify and prioritize needs
  • Excellent comprehension skills
  • Strong oral and written skills
  • Ability to work independently, and successfully handle and prioritize diverse tasks simultaneously
  • Interest in environmental advocacy is preferred
  • Proficiency in the use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc)

Environmental Defense Fund is an equal opportunity employer where an applicant's qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law.

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