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.