Project Assistant and Travel Coordinator

POSITION OVERVIEW

The National Association of Regulatory Utility Commissioners (NARUC) has an opening for a Project Assistant in the International Programs Department. The department seeks to empower the global community of regulators to drive meaningful change in their energy sectors. Working in partnership with U.S. and international government officials, our projects support real improvements in the quality and effectiveness of regulation in foreign countries through dialogue and collaboration. NARUC utilizes the talents and expertise of state commissioners and staff in our work, sharing the best of what the NARUC community has to offer.

The position reports to the Senior Director, International Programs Department.

ESSENTIAL DUTIES AND RESPONSIBILTIES

Travel Coordination

• Provides support to program management team to organize in-person and virtual engagements with international partners.
• Makes logistical arrangements including travel (air and/or ground transportation), hotel (reservations and/or contracts), group meals, visas, insurance, interpretation/translation contracts, etc. in accordance with USAID/State Department parameters and regulations.
• Prepares associated expense reports for logistical arrangements for NARUC staff, volunteers, and/or foreign participants.
• Maintains appropriate documentation to support program files, budget planning and expense reports, and financial audits.
• Keeps abreast of logistical arrangements for upcoming activities and provides regular briefings to Senior Director.
• Develops template and/or other tools to streamline logistics functions and/or track coverage of activities.

Project Assistance

• May engage in international travel with Program Staff for larger events, serving as a second staff member to support activities. This includes, but is not limited to checking arrangements with the hotel and/or other vendors, assisting attendees, taking notes, making copies, running PowerPoint slides, etc.
• Supports activity organization and implementation, such as drafting invitation letters and other official correspondence, writing summaries/minutes of meetings, etc.
• Provides backstopping to other programs and/or staff as needed.

OTHER DUTIES AND RESPONSIBILITIES

• Performs other duties as assigned.

MINIMUM REQUIREMENTS

• BA/BS from an accredited college or university in energy/environmental science, international relations, public administration or another related field. Minimum 1-2 years of related and/or similar professional experience.
• Knowledge of the nonprofit field and/or USG grant/contract requirements is a plus.
• Demonstrated experience in event planning and management, experience coordinating workshops in developing countries is preferred.
  • Potential for up to 4-5 international trips per year. Travel time is approximately six to 10 days per trip.
  • Must be authorized to work in the U.S. without the need for any type of sponsorship now or in the future.
  • Strong organizational skills and attention to detail.
  • Ability to work in a fast-paced environment, juggle multiple projects, and meet tight deadlines.
• Demonstrated organizational and problem-solving abilities under tight deadlines are essential.
• Ability to multi-task based on fluctuating priorities and requirements.
  • Leadership and management skills, with the ability to develop and manage collaborative business relationships both internally and externally, are a must.
• Excellent interpersonal skills and diplomacy for working with all levels of staff, external entities, and NARUC leadership.
• Excellent proficiency in analytical, verbal presentation, and writing skills.
• Ability to handle and maintain the confidentiality of highly sensitive information and issues.

ADDITIONAL INFORMATION

The position is grant-funded and continued employment is based on client funding and satisfactory work performance. This is an exempt position. Salary is commensurate with experience. NARUC has an excellent benefits package.

This posting is not an attempt to list all essential functions of this position. Job duties may change over time, based on NARUC’s needs.

The work hours for this position must adhere to the East Coast time zone. Residency must be in the continental US contiguous states including the District of Columbia, but not Alaska, Hawaii, Puerto Rico and other US territories.