Excellent opportunity to work as a full time consultant with an international clinical nonprofit in Alexandria, VA. The job is Metro accessible on the yellow line, and offers free parking.

The Program Assistant will work in an International Development and Education program that mentors early career oncologists from low- and middle-income countries.

This is currently a consulting assignment through end of May; however could be extended.

Work location: Hybrid is ideal. Perhaps 2-3 days in office, and 2-3 days remote, similar to rest of team.

Number of hours per week and preferred schedule: 37.5 hours/week (9AM-5PM)

Responsibilities:

• Monitor Email Inbox:
• Send template responses to standard inquiries from prospective applicants to the program
• Refer other questions to manager.
• Provide Recipient visa support:
• Use templates to draft letters in support of visa applications by recipients
• Book travel and hotel logistics:
• Answer routine travel questions from travel agent regarding recipient travel (confirm dates are correct, economy class). Non-routine will be referred to VS.
• Record booked travel in Smartsheet including arrival time, departure times, price.
• Create Arrivals and Departures Document to share with recipients before travel.
• Record booked hotels and details in Smartsheet. Support hotel bookings as needed.
• AM Registration:
• Record recipient AM registrations and follow-up with recipients as needed.
• Travel Packets: Create travel packets for recipients including customized travel and hotel details.
• Mentor Letters: Using template, create a customized letter with program and mentee details for each confirmed mentor.
• Zoom support: Schedule and organize Zoom calls
• Other administrative support to program as needed during this time period.

Required Qualifications:

• Minimum 1 year of administrative or programmatic experience
• Excellent customer service skills including communication
• Ability to multi-task in a fast-paced environment with strong attention to detail
• Knowledge of Microsoft Suite and Zoom

• Candidates during interview will need to discuss the following:
• What is your experience making travel arrangements and creating travel itineraries (flight reservations, hotel reservations, travel directions)?
• What is your experience with data entry, particularly Excel or Smartsheet?
• What is your experience scheduling meetings across multiple time zones and creating Zoom meetings?
• What is your experience drafting business correspondence?
• Do you have interest in international programs?