Coordinator, Consular Relations & Administrative Support

Position description

Position Title:  Coordinator, Consular Relations & Administrative Support

Schedule:  Temporary (through April 2025), 20-30 hours/week.  Hybrid (2-3 days/week in office)

Location: DC (Foggy Bottom)

Department: Government Relations, Office of the Chairman

Reports to:  Vice President, Government Relations, Office of the Chairman

Position Summary: 

The Special Olympics Government Relations team is seeking a Coordinator, Consular Relations & Administrative Support to join them at Special Olympics’ headquarters office in Washington, DC to support the consular relations section of its portfolio and as well as its administrative functions.

The Special Olympics Government Relations department educates and mobilizes governments to adopt inclusive policies, plans, and practices, and commit resources to Special Olympics Programs and activities. The goal of the department is to advance the rights and opportunities of people with intellectual disabilities around the world, creating cultures of inclusion and acceptance where people with intellectual disabilities have equitable access to resources and services and are full participants in their communities.

The Coordinator, Consular Relations & Administrative Support will support visa, passport, and embassy outreach efforts for Special Olympics International events – primarily for the 2025 World Winter Games as well as for Special Olympics-hosted events, meetings, and trainings and for those traveling internationally for official Special Olympics business or competition. This work will include coordinating requests for support, managing internal workflows, drafting correspondence, and supporting awareness-raising efforts about Special Olympics and the World Games in the diplomatic community. Further, the individual in this position will also provide administrative support to the department, including scheduling, coordinating follow-up, and helping to maintain records.

Primary Responsibilities: 

Support the Government Relations team’s travel visa, passport, and embassy outreach efforts, including those related to the 2025 World Winter Games in Torino, Italy. Responsibilities include:

• Managing incoming internal requests for visa and passport support and coordinating fulfillment of requests for support;
• Drafting various types of visa letters based on templates;
• Conducting outreach to embassies and consulates;
• Researching and keeping track of embassy and consulate contact and address information;
• Coordinating delivery of visa letters internally;
• Closely monitoring issues and maintaining records;
• Populating pre-departure email templates to send to travelers or event leads; and
• Supporting issue resolution efforts as necessary.

Provide administrative support to the Government Relations team including:

• Scheduling and coordinating meetings;
• Managing follow up and action items from meetings;
• Drafting documents, briefing materials, and slide decks;
• Assisting with managing and updating the department’s tracking and monitoring systems; and
• Other duties as assigned.

Qualifications

The ideal candidate:

• Has a bachelor’s degree (preferred), or equivalent combination of training and experience;
• Has excellent writing skills;
• Has exceptional organizational skills, pays attention to detail, and can prioritize and manage multiple tasks/projects with competing deadlines;
• Is a self-starter, willing to take initiative;
• Has strong interpersonal skills and ability to work effectively with individuals from a range of cultures and professional backgrounds;
• Can work well independently and under pressure;
• Is solution-oriented and has a willingness to solve critical issues creatively;
• Is willing to learn new systems or technology platforms;
• Has strong research skills; and
• Is interested in U.S. and global government affairs.
• Experience with Smartsheet and Salesforce (or similar types of platforms) and Microsoft Office products are a plus but not required.

Special Olympics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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.

Application instructions

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