Programs Associate/Operations Virtual Assistant

Best Delegate is hiring a remote contractor for ~20 hours per week to contribute to our
Programs Department, providing administrative and technical support to improve the
coordination and functionality of the department. This role is designed for someone who is
excited to help grow the programs department and their career with the company over
multiple years.

We are looking for someone who has the capability to work independently as a contractor to
coordinate communication with parents and clients, facilitate rostering for virtual and
in-person programs, procure materials for our in-person summer camp programs, and develop
logistics plans for programs following instruction from the Senior Programming Manager. This
individual will need a strong background in logistics, planning, and project management.

The Programs Associate should be comfortable communicating with parents, clients, and
vendors via email - this role has some external-facing requirements. Anticipated hours are 20
hours per week at a pay rate of USD $7 per hour. The Programs Associate is expected to
overlap at least 3 hours of their working day with Eastern Standard Time hours - typically
9am-12pm, although this is flexible. This is a remote position, visa sponsorship will not be
available for this role.

Core Competencies:

1) Organizational Skills
2) Innovation
3) Problem-Solving
4) Customer Focus
5) Detail Orientation

Core Skills:

1) Planning, Scheduling, and Project Management
2) Logistics & Procurement
3) Drafting & Editing
4) Customer & Vendor Communications
5) English Proficiency

The Programs Associate will be accountable for much of the administrative functioning of the
Programs Department, some customer and client relations, and in supporting the
Programming Manager and Senior Programming Manager in organizing program logistics. In
addition to the Programming Manager, Alejandra Drew, and Senior Programming Manager,
Logan Smith, the programs department hires various part time managers on a seasonal basis:
~40 part-time workers, usually college students who serve in program delivery staff roles. As a
member of the programs department, you will be accountable for supporting the delivery of
the department strategy, working closely with the sales and marketing department to ensure
smooth inter-team operations and communication.

The department runs programs from September - May (school year session) and from June -
August (summer session). Programs are run both in-person and virtually. The Programs
Associate is expected to support the department in materials procurement, creation of logistics
plans, drafting and editing some external documents, client communication, and some
contracting and vendor communication.
Key Outcomes the Programs Associate will be Responsible for:
1. Logistics Support for Programs
a. Support Programming Managers in the development of logistics plans, project
plans, and operating systems for various program portfolios. This will require
very strong skills with Google Suite, most specifically Google Sheets, and Zoom.
Some skills in coding/tech automation are an asset.
b. Coordinate a team of 40+ staff to ensure coverage for all programs and support
the smooth communication of workflows across the programs department.
c. Own the administration and information management of the programs
department.
2. Customer Communications
a. Field customer requests for private programs, and create a dashboard to sync
with Programming Managers to confirm and close new program sales
b. Provide customer service support to parents with questions about program
logistics and content.
3. Procurement
a. Develop and execute a procurement strategy for materials used at the summer
MUN Institute, including items that will be placed in student “swag” bags,
stationery, promotional materials, t-shirts, and tech, games, or other materials
for teachers.
b. Arrange air, train, and local transportation travel for the summer programs
team, aligned to the summer programming matrix.
c. Develop relationships with vendors to ensure prompt delivery and quality of
procured goods and services.
d. Procurement strategy must be aligned to the program design and budget set in
place by the Senior Programming Manager.
4. Designing, drafting, and editing materials for programs
a. Design and develop from an existing template various stationery products to be
utilised at the summer MUN Institute, including country placard sets, student
workbooks, name badges for staff and students, and promotional materials.
b. Support the marketing and sales team in ordering and coordinating the use of
printed promotional materials for programs.

The Programs Associate must be someone who thrives in a fast pace, high output environment.
This position will require the ongoing management of multiple projects at all times. This
person should have strong organizational skills and feel very comfortable engaging with
parents, vendors, and other teaUpgrade to see actual infombers. This role allows for a high degree of flexibility and
independence; being a self-starter is essential. Candidates who meet most of the requirements
below are encouraged to apply.

Technical requirements include:
? Excellent skills in planning, scheduling, and project management. The Programs
Associate will own the Programs calendar, and will be responsible for logging new
program requests, confirming programs, and tracking changes in scope, timing,
payment, and staffing of programs.
? Advanced knowledge and skillset with Google Suite - specifically Google Calendar,
Sheets, and Drive, as well as Zoom and Slack. Candidate must have excellent ability with
excel/google sheets wizarding, including automating spreadsheets, using
plug-ins/extensions, etc.
? Previous experience as a virtual or executive assistant, or experience with developing
logistics plans, procuring of goods and services.
? Comfort communicating with customers and vendors via email.
? Must have a strong fluency in English (~IELTS 6 or higher) and excellent writing and
editing skills in the language.

The ideal candidate will embody the following core competencies:
? Organizational Skills: Coordinates multiple projects efficiently, and designs and
implements organizational systems on a department-wide scale.
? Innovation: Creates new and better ways for the organization to be successful through
their work. Adapts to change and engages in continuous learning and critical thinking to
promote the growth of the individual and the organization.
? Problem-Solving: Identifies solutions to problems in effective and efficient ways.
? Customer Focus: Prioritizes customer needs and expectations, and provides excellent
service. Builds strong relationships with customers and fosters a company culture that
values customer satisfaction.
? Detail Orientation: Pays close attention to details and completes tasks accurately and
thoroughly. Ensures no pieces of a project plan or proposal are missed during project
execution.

The following skills and competencies are an asset:
? Previous experience drafting contracts, invoices, and/or grants.
? Some experience with financial modelling, accounting.

We offer an inclusive, small team environment with opportunities to quickly develop, grow
and be involved in further activities within the company. Additionally, the Programs Associate
will be entitled to the following:
? Pay rate of USD $7 per hour at ~20 hours per week. 3 hours of work per day to be
aligned to US Eastern Time hours.
? Fully remote role with the opportunity to work from anywhere in the world.
? Professional development programs to support skill development (examples include
Departmental Cross-Training, 1:1 coaching & mentoring with all of the Senior Leadership
Team, including CEO).
? Supportive work environment. Best Delegate is determined to create a workplace that
promotes collaboration, open communication, and mutual respect among employees.
? Sense of purpose and belonging. Best Delegate commits to aligning all roles to our
mission of empowering youth to become global citizens, and encourages teaUpgrade to see actual infombers
to connect to their wider communities, including through other volunteer or work
experiences that complement their work at Best Delegate.
? Autonomy and empowerment at work, including the ability to independently own and
nurture your workstreams, and drive your goal-setting and career development.

Who you will report to:
? Senior Programming Manager, Logan Smith Upgrade to see actual info

Interested candidates should submit a cover letter and CV to Upgrade to see actual info no
later than 11:59pm EST on March 2nd, 2025. Interviews will be held on a rolling basis
and applicants are encouraged to apply early. Should you have any additional questions or
need accommodations during the interview process, please don’t hesitate to reach out.

About Best Delegate

Best Delegate is a global education company working to empower youth, in line with the United
Nations goals of achieving Global Citizenship Education. We believe Model United Nations is
the single best activity for preparing future world leaders. Best Delegate was co-founded in
2010 by Ryan Villanueva and Kevin Felix Chan, who are lifelong MUNers and some of the
world’s leading MUN experts.

Twelve years later, Best Delegate is a fast-growing team with big goals. The team now
comprises 6 full-time staff and 40+ part-time staffers under the leadership of CEO Laurabeth
Goldsmith. We’ve grown our summer programs, workshops, MUN Clubs, and other events and
MUN resources to reach people around the world. We aim to inspire any student to see a path
for themselves as a changemaker for their community, whether through public policy,
international affairs, or through another career path that uplifts others around them. Our
websites attract over 2 million visitors annually, and we want to spread MUN to any student or
teacher who wants to learn about the life-changing activity that is MUN. We’re looking for a
Programming Manager who shares our same passion to create a generation of global citizens.

Company Core Values
All Best Delegate teaUpgrade to see actual infombers are expected to embody the company's core values through
their work. The core values guide the culture of the organization – it informs what makes a
great leader in the organization and who to hire and promote. The core values are:
? Bring Out the Best: Mindset to engage with people and challenges in a positive way
? Passion for Mentorship: Actively help others personally grow
? Open to Feedback: Listening with the intent to learn, reiterating and acting on
what was heard
? High Performer: Commitment to consistently take full ownership of
accountabilities
? Strategic: Aligned with the bigger picture, solves the bigger challenges through
right solutions