Administrative Assistant, International Programs

American Friends Service Committee • Part-time • Philadelphia, Pennsylvania, United States • 3w ago

The American Friends Service Committee is a Quaker religious organization that promotes lasting peace with justice, as a practical expression of faith in action. Drawing on continuing spiritual insights and working with people of many backgrounds, we nurture the seeds of change and respect for human life that transform social relations and systems.

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POSITION DESCRIPTION

TITLE: Administrative Assistant International Programs

JOB CATEGORY: Exempt

STATUS: Full-Time

TYPE OF EMPLOYMENT: Regular

DIRECT SUPERVISOR: Director of International Programs Admin

REGION/UNIT: US/Central Office

LOCATION: Philadelphia, PA (Open to candidates in NYC, NJ, Philly, D.C. or Surrounding areas). In-office (monthly) for large meetings required.

APPLICATION DEADLINE: October 5, 2026

For consideration, please attach your Cover Letter and Resume to the online application in addition to answering the Application Questions.

GENERAL SUMMARY OF POSITION
International Programs advances AFSC’s global peace and justice mission through regional, country, and thematic programs rooted in Quaker values, anti-oppression commitments, and partnerships with communities affected by violence, inequality, migration, and injustice. Led by the International Associate General Secretary, the department provides strategic leadership, operational oversight, resource stewardship, and organizational coordination for AFSC’s international offices and staff, including the Africa, Asia, Latin America and Caribbean, and Middle East regions, thematic directors, and IP operations functions. The department also strengthens AFSC’s global visibility and engagement by translating complex international issues into accessible narratives, digital storytelling, campaign materials, and communications products that amplify grassroots voices and support initiatives such as Global Voices for Peace. The AGS-IP serves as a member of AFSC’s senior leadership team.

SUMMARY OF POSITION
The position provides executive administrative support to the Associate General Secretary for International Programs (AGS IP), who provides overall leadership and management for AFSC’s international portfolio, ensuring that regional and thematic strategies are bold, coherent, fiscally responsible, and grounded in AFSC’s mission and values. The Assistant to the Associate General Secretary works with colleagues in the unit and in other parts of the organization to manage smooth and efficient flow of information and services required between the central office in Philadelphia and International Program’s regional offices.

ESSENTIAL FUNCTIONS / RESPONSIBILITIES AND ACCOUNTABILITIES

General

Provide a broad variety of executive administrative support and coordination for AGS including scheduling, research, drafting, prioritization, minute taking, preparation and dissemination of presentations and correspondence.
Create and maintain an organized system for managing AGS projects (such as Global Voices for Peace) so that progress, communications, contracts, and key deadlines can be tracked and monitored effectively.
Coordinate meeting preparation and documentation for the International Programs Strategy Team (IPST), leadership groups, and other key meetings, including agenda development, preparation of briefing materials, note-taking, action-item tracking, and posting approved minutes in Star Café. Serves as primary contact for lodging and food vendors for meetings hosted by AGS. Track logistical costs within the budget and negotiate rates with service providers where needed.
Support the financial administration of International Programs through coordination of payments, recordkeeping, monitoring, and collaboration with finance and international units.
Special projects as required and appropriate.

Calendar, Travel and Meeting support

Serve as a key administrative partner for AGS initiatives, committees, and working groups by coordinating schedules, meetings, travel, communications, and related operational support.
Manage all travel arrangements for the AGS and designated staff, ensuring seamless coordination of itineraries, accommodations, transportation, and expense processing.
Oversee the AGS's complex calendar and scheduling needs, balancing competing priorities, coordinating with direct reports and key stakeholders, and proactively resolving conflicts to optimize executive effectiveness.
Provide meeting support to the governance business and meeting preparation. Provide support for International Programs Group (IPG) working closely with the IPG Clerk and International AGS. Duties include scheduling, logistical arrangements (including travel, catering, and accommodation support), communication and management of SharePoint IPG page.
Lead the planning and coordination of International Programs Strategy Team meetings, retreats, and related events, ensuring effective logistics, documentation, and follow-through on decisions and action items.
Develop and maintain a strong understanding of organizational processes and priorities to support effective coordination, information flow, and timely follow-through on AGS and International Programs initiatives.
Manage communications for the International Programs/AGS office, prioritizing urgent matters, drafting routine correspondence, monitoring inquiries, and maintaining systems to track follow-up, action items, and key decisions.
Manage and maintain the International Programs AGS Star Café and SharePoint sites, ensuring information, resources, meeting materials, and key documents are organized, up to date, and readily accessible to International Programs staff.
Draft, edit, and produce reports, presentations, talking points, correspondence, and other communication materials that translate complex international programs and policy issues into clear, engaging content for internal, governance, donor, partner, and public audiences.
Support communications and constituency engagement initiatives by coordinating digital storytelling content, campaign materials, communications calendars, contact lists, audience outreach, and event communications in collaboration with Communications Unit and International Programs staff.
Coordinate the creation and management of targeted constituencies contact lists to support event invitations, email campaigns, and outreach initiatives across International Programs divisions
Serve as the primary point of contact for the International AGS office by welcoming visitors, responding to inquiries, providing information, and directing requests to appropriate staff members.
Manage mail pick up, delivery and posting for all program units. Provide guidance on international shipping procedures to Philadelphia based staff. Manage international mailing online profile, accounts and supplies (FedEx, DHL and UPS).

Finance and Budget

Manage the IP regional funds transfers, check and wire requests, and financial reporting. Monitor and service financial e-mail accounts for the international regions. Follow up with finance to ensure timely and accurate processing of IP operating fund requests.
Prepare, process and track AGS vendor vouchers and check transmittals as needed. Maintain Independent contractor records. Manage files for financial reports, check/wire records, and independent contractors for all regions.
Support the Dialogue and Exchange Program (DEP) management team with internal financial audits in compliance with donor regulations.
Reviews and submit AGS monthly credit card reconciliation statement on a timely basis.
Regular attendance and punctuality are required.
Operates safely in all conditions and follows policies and procedures.
Other duties and projects assigned.

SUPERVISORY / MANAGEMENT REQUIREMENTS
No direct supervisory responsibilities.

MINIMUM EXPERIENCE AND QUALIFICATIONS

EDUCATION: Associates degree or equivalent experience is required. Bachelor’s degree preferred.
EXPERIENCE: Minimum five years’ experience in demonstrated executive support experience in using sound office procedures, initiative, and strong critical thinking to provide efficiently organized, anticipatory support of senior management is required.
Ability to work in the evenings and/or weekends and to travel, as
Ability to work effectively independently and within a team environment.
Experience with standard Microsoft Office and related technology.
Must be capable of working under tight time constraints in a high-volume environment with multiple priorities.
Demonstrated ability to work and communicate with diverse staff.
Respect for Quaker values and testimonies. Knowledgeable and supportive of the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.
Respect for and sensitivity to cultural, ethnic, racial, gender and religious diversity and familiarity with non-violent approaches to problem solving.
Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines.
Demonstrated dedication to the principles of fairness, equity and inclusion in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities.

PHYSICAL DEMANDS
The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

COMPENSATION
The AFSC offers a competitive Total Rewards package. This position is Exempt, Salary Family: Administration, Job Code: Administrative Assistant II, Minimum Starting Salary $56,000. Comprehensive medical and hospitalization plan; term life, Short Term Disability & Long-Term Disability, defined benefit pension plan, 403b match, plus other benefits including vacation, Paid Time Off, sabbaticals, extended leaves, holidays.

The American Friends Service Committee provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal, state or local laws. The policy applies to all terms and conditions or employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

AFSC’s Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.

AFSC maintains a deep commitment to a mandate of care for our staff and communities. The American Friends Service Committee is a smoke-free workplace.

ACKNOWLEDGEMENT
This position is an at-will employment, meaning that the employment relationship can be terminated by either the employer or the employee at any time, for any reason, with or without notice. In addition, position duties and expectations change over time. This job description is not intended to be an all-inclusive, exclusive or exhaustive list of the job functions that an employee in this position may be asked to perform from time to time. The employee may perform other related duties as assigned to meet the ongoing needs of the organization. If there is ever a time that you are unsure what is expected of you, you are expected to meet with your manager and ask questions. If you are unsure how to perform a certain task, ask your manager before performing.