Executive Associate and Board Relations Liaison, FP2030

Position Overview

Family Planning 2030 (FP2030) is a global partnership supporting the rights of women and girls to decide, freely and for themselves, whether when and how many children they want to have. FP2030 provides a platform to enhance information sharing and to support the coordination of efforts across the larger sexual and reproductive health community to advance access to family planning information and services and use of contraceptives under the guiding principles of rights, quality, equity, and voluntarism.
 
The Executive Associate and Board Relations Liaison is responsible for supporting the Executive Director through a combination of administrative planning, managing the FP2030 Governing Board and supporting the Donor Engagement Group, and supporting the Executive Team and Senior Leadership of the FP2030 Support Network. The Executive Associate will provide additional support as needed across the Support Network, with the United Nations Foundation, and with external parties.
 
This role reports to the Chief of Staff, and supports a variety of full team processes, including proactively facilitating team-wide information sharing, coordination of donor reporting, and other cross-team functions.

This is a full-time non-exempt position based in Washington D.C. (Hybrid schedule)

Essential Functions

Support to the Executive Director and Executive Directorate:

• Provide analytical and specialized administrative and programmatic support to the Executive Director, the FP2030 Governing Board, and the Support Network
• Manage complex schedule and calendar, meeting set up and logistics, and ensure appropriate follow-up after events.
• Support the flow of information in and out of the Executive Director’s office, facilitating timely and efficient decision-making and prioritization of the Executive Director’s time and focus.
• Execute discrete and time-sensitive projects on behalf of the Executive Director and senior management team.
• Oversee travel arrangements (including preparing travel authorizations, travel advance requests, travel reimbursements, booking transportation and lodging, tracking visas and immunizations, and travel schedule, briefing papers, and relevant binders).
• Assist with drafting talking points, slides, and other relevant materials for external events and internal meetings.  
• Use independent judgement to manage email, correspondence, organize daily priority lists for the Executive Director.
• Prioritize the Executive Director’s response and time according to understanding of workflow.
• Maintain SharePoint system for all executive documents, including talking points, business contacts, event information, and other materials. 
• Prepare monthly corporate credit card and expense reports.

Support to the FP2030 Governing Board:

• Lead overall project management for Board Meetings, virtual and in-person.
• Provide strategic input and oversee the production of high-quality materials including agendas, speaker talking points, pre-reads, slide decks, email correspondence, and other relevant documents.
• Facilitate and enhance key touchpoints with Board Members and external partners leading up to Board meetings.
• Manage complex logistical details, notetaking, and support follow-up for Governing Board meetings.
• Independently collaborate with the Board Chair to ensure seamless Board meeting execution and sustained engagement throughout the year.
• Partner with the Executive Director and Chief of Staff to manage the coordination and content of the quarterly Board Committee Meetings, in alignment with the FP2030 strategy and objectives of the Executive Directorate
• Develop and produce monthly Board Memos, detailing the significant ongoings of the Support Network that month.
• Work closely with the Executive Directorate to support restructuring of the Board in 2024.
• Work closely with the Communications team to ensure relevant Governing Board information is posted on the FP2030 website.
• Additional duties and logistical support as assigned.

Support to the FP2030 Support Network and Executive Directorate:

• Under the guidance of the Executive Director and the Advocacy & Partnerships Portfolio:
  • Manage DEG meeting logistics and provide programmatic support by drafting relevant materials, pre-reads, slide decks, email correspondence, and other logistics information or materials. 
  • Manage comprehensive logistical coordination, notetaking, and supporting next steps and follow-up for DEG meetings.
  • Support the execution of DEG key touchpoints with Members and external donors in the lead up to meetings.
• Lead on coordination of Support Network Monthly meetings, including ensuring relevant staff are gathering agenda items for check-ins, and working with the FP2030 interns to take notes.
• Collaborate with Coordinators and Associates to ensure cross-team information sharing and coordination across the Support Network
• Lead cross-team coordination and engagement in preparation for global events, such as major conferences, to include coordinating Support Network-hosted events, managing the travel team, staffing the Executive Director, and serving as a key point of contact for external partners.
• Oversee the management of virtual and in-person meetings and events, as needed (e.g., catering, room-set up, location coordination, zoom support translation, livestreaming). 
• Manage the North America & Europe Hub’s Internship Program by providing direct supervision and mentorship to interns, coordinating training sessions to enhance interns’ skills, and collaborating with various teams to identify internship opportunities that align with organizational needs.
• Collaborate with the five Regional Hubs to provide comprehensive onboarding process management through oversight of the onboarding process for new staff, distribution of tailored onboarding materials, and facilitating strategic introductions to ensure that new hires are properly acquainted to FP2030 and Support Network priorities
• Support the Executive Leadership Team by coordinating bimonthly meetings, preparing materials and meetings, and ensuring follow-up for various stakeholders.
• Produce monthly updates for the United Nations Foundation and the UNSG office. 
• Create and maintain the FP2030 SharePoint calendar and list of events.

Selection Criteria

• Bachelor’s degree required.
• 1 to 3 years’ administrative experience or other related experience in human and reproductive rights, public health, international affairs, or development preferred.
• Ability to independently manage multiple and changing priorities. 
• Strong attention to detail and demonstrated excellence working in a fast-paced environment.
• Proactive, self-starter who works to anticipate needs as understanding and responsibilities grow with time on the job.  
• Very strong organizational and multitasking skills.
• Committed to driving progress in achieving social justice and promoting diversity, equity, and inclusion principles in all work products. 
• Strong professional interpersonal skills and diplomacy.
• Ability to work under pressure and handle stress.
• Ability to work independently as well as member of a team.
• Fluency in English essential; additional fluency in French or Spanish preferred.
• Proficiency in Microsoft Office Suite to include Outlook, Word, Excel, and PowerPoint.  Desired proficiency in One Note, Smartsheet, InDesign and Photoshop, as well as strong familiarity with Google Docs.
• Excellent verbal and written communication skills required.  Interest, knowledge or experience in women’s human rights, public health, international affairs, or closely related international development field.
• Ability to meet regular attendance/tardiness policy.

Benefits & Compensation

For full-time, U.S. benefit eligible employees, UNF offers an excellent range of benefits, including:  

• a choice between two health plans through UnitedHealthcare (PPO or HDHP with HSA)  
• dental insurance  
• vision insurance  
• flexible spending accounts  
• 403b retirement savings plan with a generous matching contribution  
• group term and supplemental life insurance  
• short-term disability  
• long-term disability  
• health club discounts 
• commuter subsidy  
• back-up care  
• employee assistance program  

Additionally, all benefit eligible employees have 12 paid holidays, 20 vacation days, 10 sick days, 3 personal days, and 8 weeks of family leave care.  

#LI-Hybrid