Office Manager / Executive Assistant
Legacies of War is the only U.S.-based organization solely focused on advocating for the removal of unexploded bombs in Laos left over from the Vietnam War era. The mission of Legacies of War is to raise awareness about the history of the bombing in Laos and advocate for the clearance of unexploded bombs, to provide space for healing the wounds of war, and to create greater hope for a future of peace. The organization uses art, culture, education, community organizing, and dialogue to bring people together and create healing and transformation out of the wreckage of war. Legacies of War, a fiscally sponsored project of NEO Philanthropy (NEO), produces big results with a small, nimble staff.
The Office Manager/Executive Assistant is responsible for the organization’s daily administrative functions, including financial reporting, information management, calendar coordination, volunteer and intern programs, and office management. The Office Manager/Executive Assistant also provides ongoing support for event planning and Board of Directors coordination, and undertakes projects/tasks as assigned.
The Office Manager/Executive Assistant reports to Legacies of War’s Executive Director and is an employee of NEO. This is a full-time position based in Washington, DC.
Office Management – Procure and maintain office equipment and supplies, respond to routine inquiries, liaise with building management and vendors, and manage technical infrastructure.
Executive Support – Manage Executive Director’s calendar and coordinate organizational calendar, including meetings, events, and projects. Coordinate Board of Directors meetings, distribute agendas, and take notes as assigned. Identify and troubleshoot conflicts and ensure assignment follow-up.
Financial Coordination – In coordination with NEO’s accounting team, track and submit credit card reporting, expense reporting and reimbursement, and monitor monthly financial reports.
Information Management – Maintain Legacies of War’s Salesforce database and coordinate electronic and paper filing systems.
Events and Meetings – Provide logistics support for community and fundraising events, as well as in-person board meetings.
Volunteers/Interns – As assigned, develop and manage volunteer and internship program, including recruitment, training, evaluation, and scheduling.
Additional Responsibilities – Work with other Legacies of War’s staff, board members and volunteers in support of Legacies of War’s overall mission, and other duties as directed by the Executive Director.
TRAINING AND QUALIFICATIONS
The ideal candidate should have at least 3 years’ administrative experience supporting multiple professionals in a nonprofit, entrepreneurial environment. Additionally, the successful candidate will have the following:
- Ability to work proactively in a dynamic, fast-paced, small organization
- Strong communication skills, both verbal and written
- Excellent problem-solving skills
- A highly self-motivated work style and the flexibility and willingness to take on additional projects when needed
- Comprehensive computer skills including calendaring, word processing, and using spreadsheet and database software
- Experience troubleshooting computers, software, and networks
- Well-rounded inter-personal skills with the capacity to work effectively alone and in a team environment
- Exceptionally detail-oriented and accountable, with strong organizational skills and the ability to produce finished products
- Strong ethics and personal integrity
- A professional attitude and client-service orientation
- A track record as an outcome-driven self-starter
The following is ideal but not required:
- Experience with Salesforce
- A passion for and commitment to working in the field of international development
- Knowledge of the basic principles of bookkeeping
- Experience working with volunteers and nonprofits
NEO Philanthropy / Legacies of War provides competitive compensation and an attractive benefits package that includes a performance bonus based on individual and organizational success, health care coverage, paid time off, and a 401(k) plan with an employer contribution after 1 year of employment.
NEO Philanthropy / Legacies of War is an equal opportunity employer. We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or any other legally protected status.
To apply: Please send cover letter and resume to Channapha Khamvongsa, Executive Director, at email@example.com. Deadline: May 25, 2018.
Multiple Internship Positions – Washington, DC
Legacies of War was founded in 2004 to raise awareness about the history of the Vietnam War-era bombing in Laos and advocate for the clearance of unexploded bombs, to provide space for healing the wounds of war, and to create greater hope for a future of peace.
Laos is the most heavily bombed country in history. Vietnam War-era bombings left nearly half of the country contaminated with vast quantities of UXO. Today, cluster bombs litter forests, rice fields, villages, school grounds, roads, and other populated areas. Tens of thousands of people have been killed or injured by UXO since the bombing ceased; each year there continue continues to be more than 300 new casualties, most of whom are children. Nearly 40 years on, only a fraction of these munitions have been destroyed.
The organization uses art, culture, education, dialogue and community organizing to bring people together and create healing and transformation out of the wreckage of war. Legacies of War is a project of NEO Philanthropy, a 501(c)3 nonprofit.
“Working at Legacies has been an incredible experience. From policy work to fundraising, you truly experience all aspects of non-profit work, honing your writing, communication, and organizational skills. The atmosphere is very open and accessible, meaning that you can ask any and all questions that you may have and learn so much. Everyone is incredibly friendly and so giving in everything from their time to some great food.” – Rebekah Ninan, Summer Intern
“My experience with Legacies of War has taught me that the human spirit is indomitable and there is always hope for the future. At Legacies of War, you will have the opportunity to work on any element of non-profit work you wish, including communications and marketing, development and operations, event planning, fundraising, research, and the advocacy process. The staff at Legacies is very warm, accommodating, and willing to provide a mentorship for their interns. Additionally, if you are anything like me, your tolerance for spicy food will increase greatly with the help of delicious Lao food.” – McKenzie Hammer, Fall 2016 Intern
“Legacies of War has shown me that it is possible to impact a seemingly unsolvable issue. From conducting research in the office to participating in the lobbying process, Legacies has exposed me to multiple aspects of nonprofit work. And since Channapha is a marvelous chef, we were kept well fed throughout the course of our work.” – Preston Lim, Summer Intern
SUMMARY OF THE INTERNSHIP
Legacies of War seeks intelligent, dynamic and passionate interns for its Washington, DC office. We accept intern applications on a rolling basis for the fall, winter break (mid December through mid-January), spring and summer semesters. There are multiple positions available in Advocacy, Programs, Communications/Marketing and Development. The interns will have considerable responsibilities in implementing various program strategies while working closely with the Executive Director in meeting its communications and advocacy goals. The interns will thereby have a unique opportunity to gain insights of global policy-making and legislation and make a significant contribution on the UXO clearance issue during the period of his/her internship.
- Work with the Director to coordinate advocacy activities and campaigns in a fast-moving environment;
- Develop and implement policy strategies using your writing and research skills;
- Represent Legacies at public events;
- Use a variety of research tools for outreach and awareness-raising activities with stakeholders on Capitol Hill, State Department and the Lao Diaspora community;
- Develop and maintain Legacies’ outreach database;
- Help manage online databases and create systems for shared online resources;
- Organize outreach and educational events, such as panel discussions and Congressional visits;
- Other duties as assigned.
Communications & Development Intern:
- Produce and coordinate a wide range of communication/marketing, education and outreach materials, including press releases, fact sheets, and event advertising for various organizational projects;
- Develop and maintain social media tools and websites;
- Design and coordinate correspondences, such as monthly e-newsletter and direct mail appeals with the Director of Operations & Development;
- Support Legacies’ grant-writing and fundraising projects using your research skills;
- Develop graphics, design, press information, print production and other media;
- Support Legacies’ individual gift program and maintain the online donor base;
- Coordinate fundraising strategies, including fundraising events, such as Happy Hours, Lao Cooking Classes;
- Other duties as assigned.
- Coordinate various education and outreach activities, including traveling exhibit, film screenings, panel discussions, community events, Legacies’ curriculum and receptions;
- Plan fundraising events, including cooking classes and house parties with high-level donors;
- Coordinate outreach opportunities to all stakeholders, including Congressional visits;
- Maintain Legacies’ databases and assist the Executive Director with a variety research tasks;
- Other duties as assigned.
- Candidates must be undergraduate level students with a minimum of sophomore status;
- Demonstrated commitment to social justice, human rights, conflict resolution/peace-building, and international relations;
- Interest in cultural exchange and Southeast Asia;
- Flexibility and ability to work well with a team;
- Experience in a high-energy campaign or non-profit setting preferable;
- Excellent writing, research and communication skills, self-motivated, attention to detail, and the ability to juggle several tasks while meeting deadlines;
- Proficient with Google Drive, GoogleDocs/GoogleExcel, desirable skills: Salesforce, Photoshop, InDesign
All internship positions are unpaid with flexible negotiable hours. Students can receive academic credit consistent with their college or university guidelines.
Please send a cover letter indicating your availability and preferred start date, writing sample and CV to Channapha Khamvongsa, Executive Director, firstname.lastname@example.org