Office Coordinator

Office Coordinator

About PAI

PAI is a nonprofit, civil society organization based in Washington, D.C. Founded 60 years ago, we work to advance sexual and reproductive health and rights for all people through U.S. and global advocacy, partnerships with multisectoral institutions and the funding of community-based organizations across Africa, Asia, Latin America and the Caribbean.

PAI envisions a world where all people can fully realize their sexual and reproductive health and rights to achieve health equity, economic well-being and gender equality. We believe that equitable progress for sexual and reproductive health and rights is central in achieving urgent and sustained gains for the health, equality and prosperity of women, youth and at-risk communities around the world.

PAI advocates on the global stage and works with policymakers in Washington, D.C., to drive supportive and expansive U.S. foreign aid and policy for sexual and reproductive health care. We also provide flexible funding and strategic and technical advocacy support community-based organizations in over 30 countries so local advocates can advance sexual and reproductive health investment and policy priorities in their own countries and communities.

We achieve excellence not by simply representing different identities, but by listening to, understanding and making room for others to thrive. Diversity, equity and inclusion go beyond representation, and we’re committed to creating an inclusive and equitable workplace.

PAI has embarked upon a new era of impact and excellence. We are committed to sharing our strengths, elevating the achievements of peer civil society organizations around the world, and using evidence, data and policy insights to hold U.S. and global decision-makers accountable. Despite the threats to sexual and reproductive health and rights in the United States and around the world, we know the power of advocates and are excited to bring on new team members who are inspired by community-led advocacy, accountability, and collective action to demand, protect and advance sexual and reproductive health care for all. To learn more visit pai.org

About the Role

The Office Coordinator is an essential member of the Population Action International team based in Washington, DC. Both a welcoming, friendly, and helpful face to visitors in person or callers on the phone and detail-oriented and diligent support for HR and Operations administrative functions. This position ensures that both the organization’s constituents feel happy and supported by the organization and the rest of the HR & Operations team feel they have the support they need to maintain PAI’s systems. Serving in both public and more behind the scenes capacity, the ideal candidate for this position is an energetic and enthusiastic professional who is detail-oriented, doesn’t mind wearing multiple hats and has experience handling a wide range of executive, financial, and operational support-related tasks, and is able to work independently as required. They are well organized, detail oriented, and enjoy the administrative challenges of supporting a diverse multi-national organization. The Office Coordinator will report to the Director of Human Resources & Organizational Excellence.

Essential Responsibilities

• Facilitating a warm inviting atmosphere for guests including building/office access, greeting them upon arrival, and helping them settle in.
• Answering the main phone line and providing the first level of support to the organization’s donors and constituents.
• Providing support in an administrative capacity to the HR & Operations team, supporting the planning and day-to-day operations, functions and services of the HR & Operations team.
• Providing back-up, secondary scheduling and administrative support the President & CEO.
• Providing internal events and meeting support to the Office of the CEO, such as Board meetings, donor meetings and high-level meetings.
• Receiving and opening and/or distributing mail and packages with all postal carriers and coordinating outbound shipping distribution logistics.
• Coordinating facilities services including but not limited to cleaning/maintenance of the office and its systems as well as repairs and/or construction as needed.
• Maintaining inventory of office, kitchen, and maintenance supplies for multiple departments and coordinating procurement for additional supplies as needed.
• Coordinating office usage including meeting spaces, meeting preparation (including catering) as well as guest access.
• Assisting with business-related travel arrangements for staff including procurement of business visas.
• Maintaining and updating staff contact list, phone extensions and org chart.
• Leading internal communications on staff celebrations, holiday reminders and social gatherings.
• Ensuring a safe, clean, fully functioning, cost effective headquarters.

Education and Experience Requirements

• Bachelor’s degree.
• Minimum of two years of relevant professional experience.
• Must be highly efficient with the ability to manage several diverse tasks, activities, and projects at the same time.
• Resiliency to handle shifting priorities and maintain demeanor in high intensity situations; ability to operate independently; detail oriented.
• Ability to be flexible and take an optimistic approach to work; able to anticipate and handle challenging situations.
• Critical thinker with analytical abilities, the ability to understand complex concepts, synthesize information from multiple sources and make rapid decisions.
• Ability to quickly assess challenging situations and make recommendations based on sound business judgment.
• Ability to build strong relationships and work with individuals at all levels of the organization.
• Ability to maintain confidential material.
• Must have exceptional verbal and written communication skills.
• Proficiency in MS Office.
• Has a proactive and “can do” attitude.
• Punctual and responsive.
• Proficient in MS Word, Excel, PPT, Adobe and Outlook.
• Knowledge or basic experience using Canva is a plus.

Salary Range

Annual salary range $55k-$60k, depending on experience. PAI offers a comprehensive and competitive benefits package that includes health, dental and vision care, direct contribution 403(b) retirement plan, flexible spending account, tuition reimbursement and personal professional development funds.

Please note that this position is expected to be onsite at the PAI Office in Washington, DC five days a week (Monday – Friday), during PAI’s business hours of 9:00 am – 5:00 pm.

Candidates must be authorized to work in the United States and will be subject to a background check.

PAI believes it is strengthened by the diversity of its staff, and welcomes such diversity, including race,

gender identity or expression, sexual orientation, age, educational attainment, disability, and veteran status. PAI

welcomes applications from people of all cultures, backgrounds, and experiences, and strongly

encourages people of color and persons with disabilities to apply. PAI actively cultivates an institutional culture that reflects the values of respect, equity, and inclusion that it seeks to amplify in its work.

To apply, please visit the PAI career page at www.pai.org