Austria Job Openings
Alliance Defending Freedom
Operations Coordinator
Vienna
FULL TIME
August 11, 2024
Operations Coordinator
ADF International is looking for a full-time, highly skilled Operations Coordinator to join us in our Vienna, Austria office. As an Operations Coordinator, you are a vital part of the ADF International team in Vienna. In this role, you will coordinate and provide support to the Advocacy team in Europe. As a member of the Operations team, you will also contribute to the smooth running of the Vienna office and the overall Operations processes in Europe.
Your Essential Responsibilities:
In this position, you will:
- Answer phone calls, schedule meetings and direct visitors.
- Coordinate the administrative support of the office to ensure the efficient operation.
- Process invoices and expense reports.
- Monitor developments on your team and coordinate improvements in systems and processes.
- Support the work of the Advocacy team located in Vienna in the planning, coordination, and execution of all team-related tasks.
- Act as the point person for the rest of the team on questions related to the (European) Advocacy Team.
- Coordinate onboarding and provide training for new team members on your team.
- Coordinate internal and external meetings, including location, invitations, and catering if needed.
- Coordinate schedules and calendars to ensure meetings are arranged and scheduling conflicts are resolved.
- Make travel arrangements for team members, guests and visitors.
- Support and coordinate the planning and execution of events.
- Manage files, contacts, travel and events using a professional CRM application.
- Draft mass emails and communication.
- Coordinate and act as point of contact for the travel booking tool (BCD Travel).
- Work closely with the Director of Advocacy and the Director of Advocacy Europe to keep them informed of upcoming commitments and responsibilities.
- Create and edit presentations, correspondence, memos, reports, graphs.
- Prepare meetings and conference calls - keep minutes for meetings with team members in Europe and internationally.
- Prepare and file legal documents.
- Proofread/edit documents with a high level of expertise.
Other Responsibilities:
- You may be asked to perform related duties or special projects as assigned within the general scope of the position.
Skills You Need to Succeed:
- Attention to detail without losing sight of goals, objectives, and timelines.
- Professionally handle confidential information.
- Initiate work and communicate changes both in your team and independently.
- Organize your daily workload by prioritizing and independently managing your time.
- Understand the particularities of different cultures and regions and show flexibility and cultural sensitivity.
- Make sound decisions under demanding conditions.
- Anticipate the needs of the teams and the department.
- Coordinate and administer projects and assignments with little supervision.
Education and/or Experience:
- Bachelor's degree or equivalent
- At least 2 years of experience in the field or in a related area
- High English proficiency and learning German required
Work permit for Austria or EU citizenship required
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