Description

Office Location: Virginia Beach, VA, USA (average 4 days a week on-site).

Working Hours: Must have flexibility to work outside traditional business hours, as needed.

Operation Smile is a global nonprofit specializing in expert cleft surgery and care. We provide medical expertise, research and care through our dedicated staff and medical and student volunteers around the world, working alongside local governments, nonprofits and health systems and supported by our generous donors. Since 1982, Operation Smile has been committed to providing patients with health that lasts through life-saving cleft surgeries and comprehensive care, helping them to better breathe, eat, speak, and live lives of greater quality and confidence. Our training and education programs elevate safe surgical standards and strengthen a global network to reach more people earlier in their lives. Learn more at www.operationsmile.org or by following @operationsmile on social media.

General Description:

Operation Smile seeks an experienced Global Project Coordinator to provide comprehensive support to the Office of the President. The ideal candidate must excel in handling diverse activities and administrative tasks with self-motivation, positivity, and professionalism. They should possess exceptional organizational skills, adeptness in managing complex schedules and international travel arrangements, and effective task prioritization abilities. This role encompasses administrative duties, global outreach, fundraising, donor relations, event management, and strategic support. The Global Project Coordinator will navigate diverse cultural landscapes, ensuring seamless communication and collaboration while maintaining the utmost confidentiality.

Requirements

Essential Functions:

• Efficiently manage the CEO and Advisor's calendars, coordinating and scheduling meetings across multiple time zones and preparing necessary materials for engagements.
• Facilitate seamless international travel arrangements, including visa procurement and documentation requirements. 
• Appropriately manage and/or direct critical communication and engagements, internal or external, advancing Operation Smile’s initiatives.
• Maintain a robust contact list of officials, donors, and stakeholders, fostering relationships and identifying new opportunities for engagement.
• Manage and/or support executive event planning by coordinating catering, entertainment, transportation, location, invitee list, special guests, equipment, etc.
• Attend meetings when needed, capturing comprehensive notes, and providing essential support. 
• Provide research, technical, planning, and presentation support to the department leadership, including development of advanced reports and presentations. 
• Assist with department budget and expense tracking, including preparing fiscal year budget, expense reports, purchase orders, and check requests in accordance with Finance Department guidelines. 
• Serve as a primary point of contact between executives and internal/external stakeholders, representing the organization with professionalism and discretion.
• Collaborate with other senior executives and officers as needed to support organizational objectives.
• Embrace additional duties and responsibilities as necessary to contribute to the success of Operation Smile's mission on a global scale.

Experience/Competencies Required:

• Bachelor’s degree.
• Flexibility to work after traditional business hours, accommodating global scheduling needs.
• Proficiency in Microsoft Office suite, with familiarity in Raiser's Edge considered a significant advantage.
• Demonstrated ability to navigate budget templates and financial reporting systems.
• Exceptional organizational skills coupled with a proactive and independent work ethic.
• Robust written and verbal communication skills, with a proven ability to engage with diverse audiences across cultures and demographics.
• Ability to maintain strict confidentiality while interacting with C-suite executives and managing sensitive information.
• Strong persuasion skills, with the capability to craft compelling proposals and correspondence.
• Innate ability to anticipate needs, prioritize tasks, and operate with minimal supervision in fast-paced environments.

Preferred Experience: 

Candidates with experience in public health, global programs, projects, or travel, as well as demonstrable expertise in global health, policy, and advocacy, are highly desired. Possession of a PMP Certification is advantageous. Previous involvement in nonprofit, fundraising, or development roles is also highly preferred.