ThaiNGO

Position Title: Executive Support Coordinator

Contract type: Full time

Duty Station:         Bangkok, Thailand 

Contract Duration: 3 years contract

Reports to: Executive Director

Background

Since it was founded in 2009, APTN has grown to become a credible platform and voice for transgender people in Asia and the Pacific, working to ensure that their needs and rights are represented politically, socially, culturally and economically. The network serves as a platform for transgender people to advocate for access to health, legal gender recognition, legislative reform, social justice and human rights and to exchange information and strategies with each other.  

APTN has published several key reports, policy and technical briefs that have been used to inform programmes, policy and laws. Legal gender recognition deeply impacts the livelihood of trans and gender diverse people and is critical to ensure their dignity, rights and security. APTN is committed to working to ensure that so long as gender exists as a legal classification, that all people in Asia and the Pacific have access to identity documents that reflect their self-defined gender. 

Job Scope:

The Executive Support Coordinator is responsible for delivering operational, organization management, and project support to the Executive Director's Organization. This position reports to the Executive Director, and involves collaboration with the management team and governance board. The Executive Support Coordinator also plays a crucial role in managing all matters relating to the Executive Director. To enhance operational efficiency and facilitate effective communication within the organization, the Executive Support Coordinator supports the development and streamlining of systems and processes. In addition, they are responsible for delivering administrative and project support to the Managers. This dynamic position involves coordinating project activities, managing day-day operations, and providing assistance to the Executive Director and the Managers to ensure the seamless functioning of the organization.

This multifaceted role demands the ability to anticipate needs, think critically, and provide problem-solving solutions while maintaining the utmost professionalism and confidentiality. The Executive Support Coordinator reports directly to the Executive Director.

Primary Responsibilities:

1. Serve as the primary point of contact for internal and external communications on matters related to both the project and the Executive Director's Office. This includes scheduling, sending invitations, preparing agendas, taking minutes, and following up on action items.

2. Assist in organizing and coordinating executive outreach, external relations efforts, and special projects such as fundraising campaigns.

3. Manage the Executive Director's calendar, appointments, travel arrangements, and expense reports.

4. Develop and streamline systems and processes to ensure operational efficiency and effective communication across the organization.

5. Provide guidance to the project and program managers for maintaining accurate and well-organized project data and documentation.

6. Arrange and coordinate ED assigned meetings, conferences, and workshops, including venue selection, material preparation, and note-taking.

7. Provide administrative, procurement and logistical support to the Managers

8. Coordinate and support the planning, implementation, and monitoring of project activities, including assisting in the preparation of work plans, budgets, and progress reports.

9. Support the Team Manager in monitoring project progress and identifying areas for improvement.

10. Handle translation tasks from Thai to English and vice versa.

11. Assist with administrative tasks and projects assigned by the Executive Director and Team Managers

12. This position may be assigned special projects or initiatives that require research, analysis, coordination, and reporting.

13. Maintain professionalism, confidentiality, and a high level of discretion in handling sensitive information.

Qualifications and Experience:

• Bachelor's degree in a relevant field, such as international development, social sciences, or business administration

• 5+ years of experience in project management or a related field

• Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines

• Strong interpersonal and communication skills, with the ability to work collaboratively with team members and external stakeholders

• Experience in managing data and documentation, with excellent attention to detail

• Strong analytical and problem-solving skills, with the ability to identify issues and propose solutions

• Ability to work independently and as part of a team

• Strong ability to execute work with a diversity, equity, inclusion perspective and empathy

• Significant Executive support experience

• Expert proficiency with Google applications such as Google Drive, Word, and Excel; ability to design and edit graphic presentations and materials is a plus

• Strong verbal and written communication skills

• Exceptional organizational skills and impeccable attention to detail

• High degree of professionalism in dealing with diverse groups of people, including managers, team members, community partners, and stakeholders

• Ability to make appropriate, informed decisions regarding priorities and available time

• Ability to complete a high volume of tasks and projects with little or no guidance

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround

• Able to maintain a high level of integrity and discretion in handling confidential information; excellent judgment is essential

• Ability to fluently converse, read, and write in Thai would be an advantage

Organization Competencies

• Promote the vision, mission, and strategic goals of APTN

• Display cultural, gender, religion, race, nationality and age sensitivity and adaptability

• Integrity, professionalism and respect for diversity

How to Apply?

Please send a plan of execution with timeline, CV and samples of work to apply@weareaptn.org with subject title: “Application: insert position title” by 21st March 2024.

APTN is an Equal Opportunities Employer. APTN adheres to a fair recruitment process, regardless of any individual or group characteristics, including gender identity, gender expression, sexual orientation, sex characteristics, race, age, disability, ability, economic status, national origin, religion, ethnicity, and historical, cultural and geographic experiences.

Lesbian, gay, bisexual, intersex persons, transgender and gender non-binary persons, and persons from the Global South are especially encouraged to apply. Only qualified candidates will be notified.