Job Posting: SWF Colorado Office Seeking Office Coordinator

Wednesday, April 10, 2019

The Secure World Foundation is seeking a part-time office coordinator to provide general administrative and project support in our Broomfield, Colorado office.

The successful candidate will be based in our Colorado office, able to travel occasionally, able to commit to the job for one year at a minimum, and able and willing to complete the following responsibilities:

Assisting the Executive Director and Operations Director by:

• Preparing for Board and Advisory Committee meetings.
• Planning and executing events for the annual Advisory Committee meeting, staff retreats and project meetings, as assigned.
• Arranging travel and accommodations for the Executive Director.
• Performing ad hoc support duties as requested by the Executive Director and Operations Director.

Supporting staff in the execution of projects by assisting as needed, including, but not limited to:

• Planning and logistics support for events: compiling guest lists; preparing documents; providing travel support for speakers and other participants; being the general liaison with participants, caterers, venue staff, speakers, and/or partners; assisting the day-of; and doing any follow-up required after the event.
• Working with Project Managers and the Ops Director to draft and coordinate the review of project-specific agreements.
• Working closely with the DC admin to provide complete and consistent reporting on SWF activities.
• Working with the Accountant to correctly code and process Foundation accounts receivable and payable.

Providing operational support through:

• Arranging weekly staff meeting, recording minutes and filing weekly notes for access by all staff
• Recording notes at monthly project management check-in meetings.
• Recording and tracking project metrics to ensure smooth and efficient program workflow and reporting to the Board and Advisory Committee.
• Updating the SWF website.
• Compiling and distributing the monthly newsletter via MailChimp.
• Making sure SWF publications and SWF-supported publications are available for compilation and distribution. Lifting and moving boxes weighing 25+ pounds is required to fulfill this task.
• Updating and maintaining shared contacts.

Managing office environment by:

• Ensuring staff is adequately supplied to perform their duties. This entails ordering office supplies, communicating with vendors, etc.
• Ensuring the office environment is presentable and all equipment is in working order.
• Working with IT /Cyber contractor to set up and maintain hardware, troubleshoot software issues, and develop and maintain best practices for organization.
• Maintaining the office phone system and liaising with the IT/Cyber contractor as appropriate.
• Assisting visitors traveling to the Colorado office and greeting them on arrival.

Occasional travel to Washington, D.C. is required.

Background and qualifications include:

• 4 to 6 years of experience working with a fast-paced, multi-office organization in an administrative capacity.
• Strong organizational skills, attention to detail, and ability to work on a task through to completion with minimal oversight.
• Strong interpersonal skills, a flexible attitude, and experience working as a member of a diverse, geographically scattered team.
• Ability to perform professionally in English with proven strong writing skills
• Good computer skills, with ability to learn or achieve proficiency in G-Suite, Microsoft Office, Basecamp, Highrise, MailChimp, and Umbraco.
• College degree or equivalent work experience preferred
• International experience and/or a foreign language is a plus.

SWF is offering $20/hour and 25-30 hours/ 5-day work week for this position. Benefits include: health/dental coverage, 401(k) plan, and paid vacation and sick time.

Qualified candidates, please send a cover letter and your resume outlining your work experience, education, and computer skills to jobs@swfound.org. Title the subject line of your email: CO Office Coordinator Position. No phone calls, please.  

The application process will remain open until the position is filled. The position is available for a  May 1, 2019 start.