Program Assistant Jobs in Annapolis, MD (NOW HIRING)

The Program Assistant reports to the Crisis Team Program Director. This position is split equally between the two programs, Crisis Response and Mothers' Call, under the auspices of the Vital Voices Crisis team, which manages both programs. This is a logistics-first role. For the Crisis Response team, the Program Assistant coordinates urgent travel, documentation, and service logistics for women leaders at risk, and keeps case records accurate, current, and secure. For The Mothers' Call, the Program Assistant coordinates travel and convenings, manages event logistics from registration through on-site execution, processes invoices and expense reports, and maintains schedules and records across time zones. This position is based in Washington, DC with the option of a hybrid work schedule. We are not accepting remote candidates.

The Mothers' Call (50%)

• Event Logistics: Support end-to-end logistics for anchor events, including the Barefoot Walk, the Regional Network Summit, and policy launch events: venue and vendor coordination, registration and RSVP management, participant travel, materials shipping, on-site setup, and run-of-show support;
• Travel and Convening Coordination: Arrange international travel, accommodation, and visa support for movement co-leads, staff, and network participants; prepare itineraries and travel packets; troubleshoot in real time when plans change;
• Scheduling and Meeting Support: Manage scheduling across multiple time zones for the Vital Voices team and movement co-leads; set up virtual meetings, including interpretation support where needed; prepare agendas, take notes, and track action items through to completion;
• Administrative, Financial, and Records Operations: Process vendor invoices, consultant payments, and expense reports; maintain procurement, contract, and payment tracking records; maintain shared files, contact lists, and monitoring data; support budget reconciliation with the Program Director and finance team;

Crisis Team (50%)

• Program Support: Support the planning and implementation of the Crisis Team's readiness and response programs and activities, including supporting case vetting processes and the readiness program through facilitating meetings with consultants and partners, drafting communications plans and coordination plans, and tracking deliverables;
• Convenings & Events: Provide administrative and logistical support for virtual and in-person convenings, trainings, and global dialogues (i.e. vendors, consultants, partners, women leaders, and team members); support session scheduling across time zones, report drafting, and storytelling efforts that maintain the safety and confidentiality of women leaders served;
• Administrative: Support the Crisis Team with documentation of processes and procedures based on best practices; liaise with the Finance team to prepare and process contracts, invoices, and funds transfer agreements, including consultant agreements; keep updated and secure records used for case tracking, monitoring and evaluation plans, and reports; and manage travel logistics for program participants;

Required Qualifications:

• Bachelor's degree in international relations or a related field preferred, plus 0-2 years of relevant work experience
• Demonstrated experience supporting event logistics, travel coordination, or operations in a fast-moving environment;
• Exceptional attention to detail and follow-through; comfort owning checklists, trackers, and deadlines end to end;
• Excellent oral and written communications skills in English;
• Ability to stay calm and resourceful when logistics shift late, whether flights change, venues fall through, or agendas move, without losing the thread on deadlines;
• Discretion and sound judgment in handling confidential information, including the identities, locations, and circumstances of individuals at risk;
• Ability to work independently and as part of a team spread across time zones;
• Strong computer skills including MS Office applications (esp. Excel, Word, and PowerPoint), video conferencing platforms, and project management software;
• Experience processing invoices, expenses, or procurement records;
• A track record of working across functions to move shared objectives and back up teammates.

Preferred Qualifications:

• Excellent oral and written communication skills in Arabic and/or French;
• Experience working in or with the Middle East;
• Experience supporting international events, delegations, or convenings;
• Experience in crisis response, protection, humanitarian assistance, or urgent casework;
• Familiarity with the Women, Peace and Security agenda and UN Security Council Resolution 1325.

This position is a full-time, non-exempt hybrid position based in Washington, DC with two days of required in person attendance at the Vital Voices Headquarters. If and when it is safe to travel, domestic and international travel up to 15% may be required for the position.

The anticipated starting salary for this role is $51,400, with flexibility up to $63,300 for candidates who bring additional experience, skills or qualifications beyond the core requirements of the position.

At Vital Voices, we value our employees and their well-being. That's why we offer a competitive and comprehensive compensation package that includes medical, dental, and vision insurance, 401k match, short and long-term disability, life insurance, HSA, EAP, and more. But that's not all. We believe in giving our employees the flexibility and support they need to thrive in their work and life. That's why we provide generous PTO including wellness flex Fridays, parental leave, earned sabbatical time, and volunteer leave as well as a professional development stipend to support continuous improvement. Join us and be part of a global team that empowers women leaders to transform the world.

Vital Voices provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Vital Voices complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Vital Voices expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Vital Voices' employees to perform their job duties may result in discipline up to and including discharge.