Everyone says they want to change the world. We're looking for people who actually will.

ADF International is a faith-based legal advocacy organization that protects fundamental freedoms and promotes the inherent dignity of all people. Please visit our career site to view our Statement of Faith and Doctrinal Distinctives.

Operations Coordinator

ADF International is looking for a full-time, highly skilled Operations Coordinator to join us in our Vienna, Austria office. As an Operations Coordinator, you are a vital part of the ADF International team in Vienna. In this role, you will coordinate and provide support to the Advocacy team in Europe. As a member of the Operations team, you will also contribute to the smooth running of the Vienna office and the overall Operations processes in Europe.

Your Essential Responsibilities:

In this position, you will:

• Answer phone calls, schedule meetings and direct visitors.

• Coordinate the administrative support of the office to ensure the efficient operation.

• Process invoices and expense reports.

• Monitor developments on your team and coordinate improvements in systems and processes.

• Support the work of the Advocacy team located in Vienna in the planning, coordination, and execution of all team-related tasks.

• Act as the point person for the rest of the team on questions related to the (European) Advocacy Team.

• Coordinate onboarding and provide training for new team members on your team.

• Coordinate internal and external meetings, including location, invitations, and catering if needed.

• Coordinate schedules and calendars to ensure meetings are arranged and scheduling conflicts are resolved.

• Make travel arrangements for team members, guests and visitors.

• Support and coordinate the planning and execution of events.

• Manage files, contacts, travel and events using a professional CRM application.

• Draft mass emails and communication.

• Coordinate and act as point of contact for the travel booking tool (BCD Travel).

• Work closely with the Director of Advocacy and the Director of Advocacy Europe to keep them informed of upcoming commitments and responsibilities.

• Create and edit presentations, correspondence, memos, reports, graphs.

• Prepare meetings and conference calls - keep minutes for meetings with team members in Europe and internationally.

• Prepare and file legal documents.

• Proofread/edit documents with a high level of expertise.

Other Responsibilities:

• You may be asked to perform related duties or special projects as assigned within the general scope of the position.

Skills You Need to Succeed:

• Attention to detail without losing sight of goals, objectives, and timelines.

• Professionally handle confidential information.

• Initiate work and communicate changes both in your team and independently.

• Organize your daily workload by prioritizing and independently managing your time.

• Understand the particularities of different cultures and regions and show flexibility and cultural sensitivity.

• Make sound decisions under demanding conditions.

• Anticipate the needs of the teams and the department.

• Coordinate and administer projects and assignments with little supervision.

Education and/or Experience:

• Bachelor's degree or equivalent

• At least 2 years of experience in the field or in a related area

• High English proficiency and learning German required

  Work permit for Austria or EU citizenship required