Zonta International seeks a new team member who shares our passion for making the world a better place for women and girls. From our headquarters in Oak Brook, IL, we serve 26,000 members located in 63 countries.
Position Summary
The Executive Operations Coordinator will be able to demonstrate a solid knowledge of governance and association operations while developing trust with the volunteer leaders. This individual serves as the executive department lead supporting board operations, leadership and committee communications, club affiliation documentation, event logistics and archives for Zonta International and the Zonta Foundation for Women.
Areas of Focus
Executive Office
Management of executive operations working in tangent with the Executive Director to establish priorities, draft reports, anticipate change, and identify rising concerns.
Maintain regular communications with international board members, committee chairmen and district governors maintaining calendar of important dates, scheduling and coordination of leadership calls and webinars, and managing the electronic meeting platform.
Board meeting management including creation of reports, management of on-line board meeting platform, and creation of minutes, action item logs, and motion logs.
Own official archives, including board meeting minutes, legal documents, etc.
Management of district and club affiliation agreements and bylaws archive.
Provide essential administrative support for the Executive Director, International President, Assistant Executive Director and Director of Finance including official correspondence, coordination of meetings, agendas and minutes as requested.
Event Logistics
Member of the Zonta International Convention planning team providing support for executive meetings, leadership hotel bookings, office services and shipping.
Coordinate in-person board meeting details, including hotel contracts, local transportation, room setup, floorplans, AV orders, food and beverage and day-of meeting needs.
Coordinate Governors’ Orientation logistics and meeting details, including hotel contracts, local transportation, room setup, AV orders, food and beverage and day-of meeting needs.
Support for District Conferences including maintaining schedule of dates and distribution of information to board members and governors.
Administration for other events such as Commission on the Status of Women securing hotel block and planning needs for meetings and dinners as requested.
General Administration
Maintain and/or collaborate on office procedure and policy documents.
Contribute to website content for leadership areas.
Data entry for membership management system and ability to run reports.
Set up surveys in the software platform.
Monitor group mailboxes (executive, president, etc.)
Create spreadsheet templates, fillable forms and manage signature software.
Support main phone lines.
What You Will Bring
Professional knowledge acquired through Bachelor's degree or commensurate work experience preferably in the non-profit and/or association space working with committees, volunteers and external stakeholders.
A commitment to doing the right thing even when working under pressure and maintaining confidentiality in all areas.
A collaborative spirit and respect for diverse cultures, nationalities, and perspectives.
Excellent administrative and organizational skills with proven proficiency in written and verbal communications.
Advanced knowledge of MS Office Suite and familiarity with Microsoft Teams, Adobe and DropBox for Business.
Strong organizational and project management skills.
Zonta International is a global network of over 28,500 individuals located in 63 countries. Our members seek to make the world a better place for women and girls and are committed to securing a world where gender equality is a reality.
Since 1919, Zonta has been working to create a more equitable future for women and girls. We believe that fostering a diverse and inclusive global community is a powerful platform to bring about the social change needed to make our vision for gender equality a reality. As a global organization, Zonta International values the contributions of members of all backgrounds, regardless of age, ethnicity, race, color, ability, religion, socio-economic status, culture, sexual orientation or gender identity. We believe that a diverse community of members is essential to our ability to achieve our mission to create a more equitable future.
We strive to be an organization where everyone feels empowered to be their full authentic selves. We celebrate multiple approaches and points of view and know that different ideas, perspectives and backgrounds create a stronger and more creative environment to better serve our members and achieve our mission for gend...er equality. We welcome differences and strive to ensure that all voices are valued and heard. While we have more work to do, we are committed to the values of diversity and inclusion across all Zonta International activities and initiatives.
