Operations Coordinator

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
As an Operations Coordinator, you are a vital part of the ADF International team in Vienna, Austria. 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, welcome visitors, schedule meetings, and manage calendars to ensure smooth daily operations.
• Coordinate the administrative support of the team to ensure efficiency and effectiveness.
• Process invoices, expense reports, and support basic financial administration.
• Provide comprehensive administrative support to the Advocacy Team Members in Vienna and Brussels.
• Act as the primary point of contact for internal stakeholders on matters related to the European Advocacy Team.
• Work closely with the Director of Advocacy and the Director of European Advocacy to keep them informed of upcoming commitments, deadlines, and priorities.
• Coordinate internal and external meetings, including logistics, invitations, agendas, and catering when required.
• Arrange travel for team members, guests, and visitors.
• Support and coordinate the planning and execution of meetings, conferences, and advocacy events.
• Prepare meetings and conference calls, take accurate minutes, and follow up on action points with team members in Europe and internationally.
• Prepare, format, and file legal documents, ensuring accuracy and compliance with internal procedures.
• Support the preparation and submission of filings, correspondence, and documentation related to advocacy.
• Maintain organized legal files and records, ensuring confidentiality and accessibility.
• Conduct basic legal and policy-related research to support advocacy initiatives, as needed.
• Create, edit, and format presentations, correspondence, memos, reports, and briefing materials.
• Draft and coordinate mass emails and internal/external communications.
• Proofread and edit documents with a high level of accuracy, consistency, and attention to detail.
• Maintain case file information and documents in the iReliance database.

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 qualification.
• At least two years of relevant professional experience in a similar or related role.
• High proficiency in English and fluency in German.
• Familiarity with legal or paralegal assistance is an asset.

Salary range: EUR (gross annual)
This salary range is reflective of a position based in Vienna, Austria. This range is a good faith estimate, and the actual salary may vary based on the candidate's experience, skills, qualifications, and office location.