Summary

HPV Global Action / VPH Action Globale is looking to fill a full-time administrative position to support the effective functioning the organization. This position is for the temporary replacement of a staff member on maternity leave with the possibility to extend beyond the term of the contract.

Description

ADMINISTRATIVE COORDINATOR

HPV Global Action / VPH Action Globale is a Canadian registered charity. We raise awareness of sex-positive inclusive sexual and reproductive health through the implementation of comprehensive education programs, while emphasizing HPV and its potential consequences. We empower culturally and ideologically diverse youth, families, and communities across the globe through the dissemination of critical, evidence-based knowledge.

HPV Global Action / VPH Action Globale is looking to fill a full-time administrative position to support the effective functioning the organization. This position is for the temporary replacement of a staff member on maternity leave with the possibility to extend beyond the term of the contract. 

Responsibilities:

  1. Provide administrative support to members of the core team. 
  2. Attend meetings, take minutes, provide summaries, and follow up on action items with the persons concerned.
  3. Manage and maintain the calendars of key team members.
  4. Assist in the organization and execution of educational webinars for healthcare professionals.
  5. Partake in the input of research data.
  6. Assist in the occasional coordination of social media platforms. 
  7. Assist in the creation of travel itineraries and manage the booking of national and international travel and accommodation.  
  8. Assist in the editing and creation of various documentation and ensure the organization of files. 
  9. Coordinate availabilities and schedule meetings in multiple time zones. 
  10. Fill out forms and documents, as requested.
  11. Request and submit invoices, as requested. 
  12. Complete operational requirements by scheduling and assigning follow-ups and tasks for various projects, as directed by President following daily reviews of activities, and expedite work results. 
  13. Draft emails and communications from dictation. 
  14. Handle sensitive information in strict confidentiality.

Skills and qualities:

  • Minimum of 10 years’ experience in an administrative, secretarial, or similar position
  • Proficient in Microsoft Office (Outlook, Word, PowerPoint, Excel, etc…) as well as Slack, social media platforms (Facebook, Instagram, Tik Toc, X, WhatsApp) and Monday.com platform.
  • Excellent written and oral communication skills in English.
  • Strong organizational and priority management skills with a keen ability to remained focused under pressure.
  • Resourcefulness with a strong ability to problem-solve. 
  • Flexible in managing workload while being able to deliver on productivity.
  • Efficient time management skills, practices, and habits with strong ability to multi-task when called upon to do so.
  • Strong attention to detail, especially when managing several tasks at a time.
  • Ability to work independently as well as in a team. 
  • Ability to take direction and receive instruction with a high level of attention. 
  • Disciplined and professional approach to interpersonal communications with the stakeholders. 
  • Experience in the non-profit sector, an asset.
  • Open to continual learning.

Working  conditions:

100% remote work.
Salary to be discussed.

Paid onboarding and training period begins on January 30, 2024 at 10-15 hours / week. 
On February 27, 2024, candidate moves to 25-35 hours per week for a period of approx. 4 months.
On July 1, 2024, candidate returns to 15 hours / week (TBD) for a period of approx. 2 months, with possibility of extension. 

Immediate Supervisor:
Chief Operating Officer, Inclusion & Engagement Advisor