Temporary Global Department Administrative Assistant

First Book has a mandatory Covid-19 vaccination policy (medical and religious exemptions permitted). Proof of fully vaccinated status is required before an interview.

About First Book:

First Book (https://firstbook.org/) A global leader in social enterprise, First Book harnesses the strategies of the private sector to advance social change. First Book has built a family of social enterprises to serve its network of over 600K educators, including the First Book Marketplace, The First Book Accelerator, First Book Insights, and a range of other efforts. In fact, since 1992, First Book has distributed more than 250 million books and educational materials to children from low-income families. Because of its record of innovation and impact, First Book has been celebrated globally by such institutions as the Schwab Foundation for Social Entrepreneurship, the World Economic Forum, and in case studies at Columbia Business School, Wharton Business School, the Yale School of Management, and the London School of Economics. Finally, Charity Navigator recently awarded First Book with its highest rating, including a perfect 100% score for Accountability & Transparency.

About the position:
(This is not a 100% remote position/MANDATORY IN OFFICE: Tuesday & Wednesday)

The Temporary Global Department Administrative Assistant plays a vital role in supporting the administrative operations of the Global Programs team at First Book. This role provides comprehensive administration, coordination, and scheduling support to ensure the effective and efficient functioning of the department. The position will report to the Vice President of Global Programs and assist in maintaining communication, documentation, and workflow across teams and international partners.

This is a temporary role ideal for someone organized, proactive, and passionate about supporting global educational equity.

Essential Duties and Responsibilities:

• Provide administrative and logistical support to the VP of Global Programs and department staff.


• Manage calendars, coordinate internal and external meetings (including across global time zones), and handle meeting preparation and follow-up.


• Draft, format, and proofread department communications, memos, and reports.


• Maintain organized digital filing systems and databases in SharePoint and other platforms.


• Assist with project documentation, coordination of deliverables, and tracking timelines.


• Coordinate travel arrangements, event logistics, and expense reimbursements for domestic and international travel.


• Support processing of contracts, invoices, and vendor documents, ensuring timely submission to Finance and Legal.


• Help compile and prepare donor, board, and partner reporting materials.


• Serve as a liaison with other departments (e.g., Finance, Communications, Legal) to support the smooth execution of global initiatives.


• Other administrative duties as assigned in support of First Book’s Global Programs.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and/or abilities required:

Education and/or Experience:

• Minimum of 2–3 years of administrative support or office coordination experience, preferably in a nonprofit or global setting.


• Strong organizational skills and attention to detail.


• Experience supporting multiple stakeholders and managing competing priorities.


• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), Zoom, and SharePoint.


• Excellent written and verbal communication skills.


• Experience coordinating travel, preparing reports, and organizing meetings.


• Ability to handle sensitive information with discretion.


• Prior experience supporting global teams or working across multiple time zones is preferred.


• Commitment to First Book’s mission and values, including equity in education and global access.

Key Competencies

• Ability to manage multiple priorities, schedules, and tasks with strong organizational skills and attention to detail.


• Strong written and verbal communication skills across diverse internal and international stakeholders.


• Comfort working across global time zones and with culturally diverse teams and partners.


• Proven ability to handle sensitive information with integrity, confidentiality, and sound judgment.

All full-time employees are eligible for the following benefits:
•    Hybrid work environment - can work from home and office 
•    401K and employer matching contribution
•    Transportation benefits

**In addition to an hourly wage, First Book will pay commuting costs throughout the duration of the temporary position.**

TO APPLY:
Candidates are invited to submit a resume and a cover letter that details your interest in the position to https://firstbook.bamboohr.com/hiring/jobs.  If you need assistance applying, please reach out to us at [email protected] at 202-499-5935.

See what First Book has been up to!:

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https://www.youtube.com/user/firstbook

https://www.instagram.com/firstbookorg/

https://www.linkedin.com/company/first-book/