Assistant, Operations & Administration (maternity cover)

About Salzburg Global Salzburg Global , a US 501c3 non-profit organization with offices in Washington, DC and Salzburg, Austria, is where open-minded leaders from around the world gather for breakthrough conversations on pressing global issues. Since 1947, our programs have worked to overcome barriers and open up a world of better possibilities – creating spaces where divergent voices can address the big challenges of our time. For almost 80 years, we have worked with over 40,000 Fellows from more than 170 countries across programs that change the conversation on the pressing issues of our time. Our first program in 1947 brought together over 100 young Europeans and Americans – including veterans of the French resistance, survivors of Nazi concentration camps, prisoners of war, and former enemies. They met at Schloss Leopoldskron, an Austrian palace that had been occupied by the Nazis in a country that was still under Allied military occupation. They wrestled with how diverse and fractured groups of people could come together and start creating the conditions for peace in the aftermath of World War II. Seventy-nine years later, the challenges may be different, but our mission still carries that same founding spirit: to overcome barriers and open up a world of better possibilities. Our Home Salzburg Global owns and operates Schloss Leopoldskron , an Austrian palace with a rich and complex history stretching back to the 18th century. Today, Schloss Leopoldskron is home to Salzburg Global and is a thriving center for dialogue and debate – a place of refuge and reconciliation where diverse leaders from around the world gather for conversations of consequence. Since 2014, Salzburg Global has also operated Schloss Leopoldskron as an award-winning hotel and event location, helping to advance Salzburg Global’s mission and to support the conservation of our unique historic property. Our Impact Salzburg Global has been at the forefront of major global movements for change since 1947. Sometimes called a “Marshall Plan for the Mind” in its early years, Salzburg Global began as a world-renowned center for post-war reconciliation through intellectual and cultural exchange. In the 1950s, Salzburg Global internationalized the emerging interdisciplinary field of American Studies and promoted educational and scientific exchange across the Iron Curtain. In the 1960s and 1970s, Salzburg Global helped to catalyze and professionalize the civil society sector in Eastern Europe, develop and internationalize the emerging field of sustainable urban design and was among the first organizations to support the concept of “climate migration”. In the 1980s and 1990s, Salzburg Global convened one of the first global collaborations on HIV/AIDS research, laid the groundwork for the Good Friday Agreement that ended hostilities in Northern Ireland, supported the redesign of higher education systems in post-Apartheid South Africa, and partnered with reform-minded universities in Eastern European and the former Soviet Union to transform post-communist higher education institutions. In the 2000s, Salzburg Global launched the first global movements for patient-centered healthcare and patient safety, inspired the creation of the “One Health” movement on human and animal health, and engaged educators in more than 50 countries in the first globally diverse Holocaust Education and Genocide Prevention program. More recently, Salzburg Global has helped to catalyze the development of global pandemic response metrics, supported the launch of Karanga – The Global Alliance for Social and Emotional Learning and the National Parks Cities Movement, and Sciana: The European Health Leaders Network. We are supported by a combination of institutional partnerships, generous individual donations and revenue generated from our social enterprise hotel, Schloss Leopoldskron. We seek to be an exemplary international institution in terms of equity and environmental sustainability. We strongly encourage candidates from all backgrounds to apply and join us in our work. About the Position Salzburg Global’s Operations team leads coordination between the Program Development and Finance departments, oversees institutional management and planning, and ensures the effectiveness of our operating and administrative systems. You will be an important part of Salzburg Global’s operations team and will support the systems that allow the organization to run effectively, with a focus on the following areas critical to engaging our Fellows and Fellowship network: Supporting Fellows recruitment and application process Providing administrative support for Fellows’ travel Supporting our organizational operations. You are the ideal candidate for this job if you have strong administrative and organizational skills, possess a keen attention to detail, enjoy working collaboratively, are adept at intercultural communication, and enthusiastic about engaging with people and institutions all over The position is based at Schloss Leopoldskron, home of Salzburg Global in Salzburg, Austria. Responsibilities Include Application Relations and Administration Support the processing of applications of those that seek to participate in Salzburg Global’s annual programs. Administer the online application portal and provide reports on recruiting progress. Correspond with applicants to provide status updates and answer questions. Ensure the quality and privacy of Salzburg Global’s data regarding its applicants, Fellows, and donors through accurate data entry and maintenance of our databases. International Travel Coordination and Reimbursement Prepare necessary documentation for participants who need a visa to travel to our programs. Coordinate with Austrian Embassies to provide visa support materials as needed. Process travel awards and reimbursements for participants. Make travel bookings for program participants and staff as required. Operational Support Assist the operations team with various tasks and ad hoc projects to enhance efficiency and ensure the seamless functioning of our processes. Qualifications A minimum of one year of professional experience in database management, administration or operations relevant area. Ability to concentrate on “back-office” work. High level of organization and attention to detail. Ability to juggle different tasks simultaneously and prioritize projects efficiently. Ability to work independently, collaboratively and flexibly in a fast-paced environment. Fluency in English. Competence in Microsoft Office tools and excellent written communication skills. Preferred qualifications Proficiency in German. Experience with and high level of comfort with databases and data management tools such as Raiser’s Edge, Qualtrics or similar. Experience or interest in working in a cross-cultural, multi-country context, preferably with experience of engaging a wide group of professionals. Benefits Gross annual salary between EUR 28,364 and EUR 37,511 (full-time, 14 installments) — your placement within the range reflects your qualifications and professional experience Modest relocation package will be offered for candidates outside of Salzburg. Standard Austrian benefits include health insurance, pension contributions, sick pay, and 25 days of annual leave. Salzburg Global -specific perks include free daily staff lunch, annual staff social events, special rates for Schloss Leopoldskron and the Meierhof Bar, and discounts for hotels and local tourism attractions. How to Apply Interested candidates should submit a cover letter, resume, and the names and contact information for three professional references . We are an Equal Opportunity Employer and do not discriminate against applicants or employees. Sustainable business practices are our highest priority in all areas. We encourage creative, equitable, and sustainable change and develop environmentally conscious and socially responsible practices at all levels. We believe that every team member plays a critical role in our journey toward sustainability.