Program and Finance Assistant

The American Academy of Diplomacy (AAD) is dedicated to strengthening American diplomacy and explaining its importance to the American people. The Academy accomplishes its mission through outreach programs and panel discussions on American diplomacy, lectures, podcasts, distinguished awards, research projects and publications.. Through these activities, the Academy promotes an understanding of the critical importance of diplomacy to serving our nation and enhancing America’s standing in the world. The Academy is a nonpartisan, nonprofit membership organization of former U.S. ambassadors and other senior-level retired foreign policy officials who represent a unique wealth of talent and experience in the practice of American diplomacy.

The Academy seeks a full-time Program & Finance Assistant to provide program, financial, and administrative assistance to support the work of its small office, under the direction of the Program Director. The Program & Finance Assistant will be an integral part of a small team and will need to be able to work effectively with the team and at times with minimal supervision. The position requires flexibility and willingness to assume varied duties and projects. Candidates with interest in American foreign policy and diplomacy will find this position particularly interesting.

Description of Duties

The Program & Finance Assistant will help support all the Academy’s activities, from outreach programs and events, podcast series, publications, to Committee meetings, through events preparation, communication and logistics, maintaining and expanding the use of the social media platforms (Facebook, Twitter, LinkedIn, Google, YouTube, Wix-based website, etc.) and selecting, training and managing two interns. This will represent about 50% of the position’s responsibilities.

In addition to serving in a program support role, the Program & Finance Assistant will be expected to maintain the Academy’s accounting records and ensure proper documentation of accounting files. The Program & Finance Assistant will be responsible for logging accounting records into the Academy’s online accounting system, maintaining records for Accounts Payable and Accounts Receivable, preparing expense and reimbursement reports, preparing monthly bank account reconciliations, preparing quarterly budget reconciliations, billing and invoicing, updating and monitoring contribution schedules, ensuring accurate coding consistent with the Academy’s chart of accounts, issuing contribution acknowledgements, assisting with audit preparation, maintaining compliance with the Academy’s Financial and Accounting Policies and Procedures, and be the primary liaison for billing with the Academy’s vendors. This will represent about 40% of the Assistant’s time.

Additionally, the Program/Finance Assistant will be in charge of administrative tasks for day-to-day operations of the office, maintaining member records, communicating with members and third parties, helping in meeting preparation and note taking, filing, disposing of older documents, maintaining the member database and contact lists, ordering office supplies, and other general office support duties as well as other tasks as assigned by the Program Director. Administrative tasks will make up 10% of the responsibilities.

Qualifications

Motivated self-starter with demonstrated good judgment, critical thinking, flexibility, resourcefulness, and problem-solving abilities,
Strong organizational skills, attention to detail, as well as ability to multi-task and meet deadlines,
Effective written and oral communications skills,
Ability to function independently as well as part of a team,
Professional manner and ability to maintain confidentiality,
1yr+ experience using QuickBooks or similar accounting software in a professional setting for accounts payable and accounts receivable entries, preparing monthly bank account reconciliations, and preparing quarterly budget reconciliations,
Social media and tech savvy, familiarity with online social networks is a plus,
Experience as supervisor is a plus,
Proficiency in software programs, such as Microsoft Office Suite (particularly, Word, Excel and Access) and Google Apps is required,
Web or graphic design experience required (particularly, Wix and Canva),
Experience with CRM software (e.g., Salesforce or similar) is a plus.

Application deadline: Applications will be reviewed on a rolling basis; application window will close when position is filled

Anticipated start date for selected candidate: ideal start date is February 17, 2025, but would be open to starting earlier for the right candidate

Compensation: $47,000/year, possibly slightly higher with more experience

Applicants should email a cover letter and resume to: academy@academyofdiplomacy.org with “Application for P&F Assistant Position” in the subject line. No phone calls please.