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Program Assistant - Woodrow Wilson International Center for Scholars - Washington DC, DC

Summary

About the Agency

The Woodrow Wilson International Center for Scholars is seeking a Program Assistant for the Africa Program. The Wilson Center is the living, national memorial to President Wilson established by an Act of Congress in 1968 and headquartered in Washington, D.C. The Center provides an essential link between the policy and academic communities by creating programs and communication opportunities that examine current and emerging challenges confronting the United States and the world. It is a non-partisan/non-advocacy institution supported by both public and private funds. The Center is (along with the National Gallery of Art and the Kennedy Center) one of the three special institutions created by congressional statute to perform a national mission within the Smithsonian Institution. It is governed by its own presidentially appointed Board of Trustees. The Center sponsors basic, original scholarship and dialogue covering both international and domestic issues through its programmatic offices. The Center conducts an active program of publishing and outreach through its various print, electronic and multimedia presentations. All duties and responsibilities are conducted within the framework of the Center’s congressionally mandated mission with a view toward advancing our understanding of a variety of issues and in strengthening the importance between worlds of learning and public policy.

The Africa Program’s mission is to analyze and address some of Africa’s most critical, current and over-the-horizon issues; to foster policy-focused dialogue and options for stronger and mutually-beneficial U.S.-Africa relations; and to enhance knowledge and understanding about Africa in the United States.

The Africa Program has four programmatic pillars: i) good governance and leadership; ii) security, conflict management, and peacebuilding; iii) trade, investment, and sustainable development; and iv) Africa’s evolving role in the global arena. The roles of youth, women, and technology are critical to Africa’s future - to good governance, securing peace, mitigating poverty and assuring sustainable development and human security. As such, these issues are addressed across all four thematic areas.

Duties

Major Duties and Responsibilities:

The incumbent serves as the principal clerical and administrative assistant for the Africa Program Director’s Office and is responsible for the provision of administrative, logistical, and research support for all the Director’s Office activities and events.

This includes:

1. Calendar and timeline management

• Managing the director’s schedule and appointments; responding to meeting requests; calendaring blocks of time for the Director to complete program activities.
• Drafting and sending invitations for Director’s Office meetings; arranging for meeting room availability; and coordinating catering services.
• Preparing all background materials, folders, meeting signs, and tent cards and other arrangements necessary to ensure overall success of the meetings. Coordinating with the Wilson Center Audio Visual and External Relations departments to communicate special requirements for meetings, and ensuring inclusion of Director’s Office meetings in the Africa Program’s activity calendar and database.
• Coordinating program timelines with the Africa Program team and the Director’s Office.
• Maintaining the Africa Program master calendar of events and timeline of program deliverables.
• Tracking and reporting on Director’s activities.

2. Director’s Office administrative and logistical coordination and support

• Drafting and preparing a variety of correspondence, reports, forms, and other materials related to Director’s Office activities, including drafting correspondence for the Program Director’s signature.
• Providing travel-related support to the Director including preparing travel binders, coordinating hotel arrangements, preparing consolidated travel agendas, preparing background research and talking points, and coordinating with other Africa Program staff to ensure that the Director’s travel supports broader Africa Program mission objectives.
• Assisting with the production of meeting reports, annual reports, briefing notes, grant applications, and publications.
• Organizing, maintaining, and regularly updating all files on all meetings, ongoing projects, and funding sources.
• Serving as the main point of contact and source of information for the Director’s office by coordinating and communicating with both internal Wilson Center and external points-of-contact.
• Maintaining and updating the Director’s contact databases.

3. Research, publications, and writing support

• Performing background research on current regional and functional issues in preparation for Director’s Office activities, including library and Internet searches, writing literature reviews, and keeping abreast of new developments in Africa and in U.S.-Africa relations.
• Developing event and media interview talking points for the Director.

4. Stakeholder and fundraising support

• Supporting and coordinating engagement with Africa Program stakeholders including serving as the main POC for funders during the Brown Capital Management Africa Program series, the Southern Voices Network for Peacebuilding events, Advisory Council meetings, and other special events.
• Facilitating meetings for Director with potential funders.
• Attending and reporting meetings on the Director's behalf.

5. Other duties as assigned

• Performing other administrative assignments in support of Director and program activities and other duties as assigned.

Supervisory Status

No

Promotion Potential

07

Travel Required

• Occasional Travel
• Some domestic and international travel in support of Africa Program activities.

Relocation Authorized

• No

Who May Apply

This job is open to…

All Qualified Candidates: Questions? This job is open to 1 group.

Job Requirements

Key Requirements

Qualifications

Specialized Experience Statement:

This position requires a B.A. in African studies, international relations, or other field related to Africa or U.S.-Africa relations; excellent organizational skills, timeline development and coordination experience, calendar management experience, experience in providing administrative and logistical support to plan and coordinate domestic and international travel, a background in the issues and priorities related to the Africa Program's mission and areas of focus, and personal computer skills including the ability to use a variety of software packages (Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook) to perform/automate office work. This position also requires the ability to communicate effectively, both orally and in writing; knowledge of proper grammar, spelling, punctuation and style; foreign language proficiency desirable (French proficiency desirable, but not required); and the ability to use a variety of research sources such as library, internet, and propriety sources such as Lexis-Nexis. Previous experience as an executive or personal assistant preferred. In addition, field or work experience in Africa is highly desirable.
To be minimally qualified applicants must possess a B.A. in African studies, international relations, or other field related to Africa or U.S.-Africa relations.
Knowledge Required by the Position:

This position requires excellent organizational skills, timeline development and coordination experience, calendar management experience, experience in providing administrative and logistical support to plan and coordinate domestic and international travel, a background in the issues and priorities related to the Africa Program's mission and areas of focus, and personal computer skills including the ability to use a variety of software packages (Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook) to perform/automate office work. This position also requires the ability to communicate effectively, both orally and in writing; knowledge of proper grammar, spelling, punctuation and style; foreign language proficiency desirable (French proficiency desirable, but not required); and the ability to use a variety of research sources such as library, internet, and propriety sources such as Lexis-Nexis. Previous experience as an executive or personal assistant preferred. In addition, field or work experience in Africa is highly desirable.

Security Clearance

Public Trust - Background Investigation

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