Position Description

Administrative Assistant
Primary Location Washington DC
Possible Hiring Locations Washington DC
Department 1050 - Administrative Support
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Position Summary

Provide administrative support in areas of:  reception/clerical support, mail processing, facilities/security, general office/special projects and calendaring/travel/ expenses support.

 

Key Responsibilities:

Reception / Clerical Support

  • Primary responsibility for answering, screening and transferring incoming telephone calls
  • Greet and direct visitors
  • Retrieve voicemail for general mailbox
  • Provides parking validations
  • Reserve conference rooms
  • Make hotel direct bill arrangements for visitors, as needed

Mail Processing Support

  • Prepare and ship international and domestic documents and packages
  • Comprehensive understanding of customs, couriers and shipping requirements
  • Mail processing – Ensure all mail is promptly sent and received, date stamping, scanning (if required) and logging in documents
  • Mail and package delivery

Facilities / Security Support

  • Research vendors, do online research, update floorplans, etc.
  • Liaison with Building Management on parking passes as well as building updates, communicating to supervisor as well as entire DC office

Overall General Office / Special Projects Support

  • Assist with the day-to-day operations of running the office to include, but not limited to
    • Inventory/submit office supply orders
    • Supply stocking on a regular schedule (kitchen and office supplies), including organization and storage of these items
    • Stock copiers with paper as needed
  • Assist with data entry and maintenance of organization’s contract system and agreements, including creating, tracking and invoice processing.
  • Assist with meeting arrangements, including setup/breakdown, assist with ordering catering, preparing coffee and beverages for meetings and cleaning kitchen equipment when necessary
  • Other duties as assigned/requested
  • Organize and arrange for office functions / events, such as holiday and summer get-togethers while working with designated budget

Calendaring / Travel / Expenses Support

  • Schedule meetings and conference calls for senior management and other executives as needed
  • Book travel, including lodging, flights, car service and any passport/visa requirements needed for domestic and international travel for senior management as well as other executives as needed
  • Submit expense reports for senior management as well as other executives as needed
  • Other duties as assigned or requested

 

Requirements: 

  • Bachelor's degree required and 2 years' experience
  • Must have excellent communication skills including fluency in English with multi-lingual skills strongly preferred.
  • Proficiency using Microsoft Office platform, to include Excel, Word and Outlook required
  • Knowledge of PowerPoint and Adobe Professional preferred
  • Proven ability to compose clear reports, summaries and other written communication
  • Detail-oriented and organized with the ability to multi-task
  • Excellent communication skills and customer service orientation
  • Excellent follow-up skills required
  • Ability to work with highly diverse workforce
  • Ability to work independently (self-motivated)
  • Ability to lift 50+ lbs.
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