GENERAL DESCRIPTION
The Organizational Design Assistant is an administrative role which manages a wide range of support tasks, with a primary focus on providing high quality executive support to the Senior Vice President of Organizational Design. This individual will be an integral member of USGBC’s Organizational Design team, helping the department to be efficient, effective and high-quality in its work while providing superior service to USGBC and its staff. This individual is expected to contribute positively to the work environment and USGBC’s reputation for professionalism and quality.
Additionally, this individual will provide support in the areas of talent management and human resources. This position requires strict confidentiality of personnel and organizational information in all aspects of work and interactions with staff. Candidates with demonstrated experience in working with confidential information preferred.
SPECIFIC REPSONSIBILITIES INCLUDE
Executive Support
Prepare SVP for his day-to-day activities by providing documents, schedule and any updates; Provide comprehensive scheduling and planning assistance for major events: (i.e.) board and executive committee meetings, Greenbuild, etc.
Assist with technical support and maintaining timeliness of daily schedule
Prepare incoming applications for SVP’s review; track and process resumes appropriately
Field calls and email traffic- respond to meeting requests
Arrange travel, both domestic and international; process expense reports within USGBC policy guidelines; coordinate catering, if needed
Arrange conference calls using WebEx conference line
Proofread executive memos, emails and PowerPoint presentations, on occasion
Other duties as assigned
Talent Management
Manages electronic employee files by updating information into HRIS and other databases (e.g., new hires, terminations, reporting structures, title and address changes, etc.)
Responds to employee inquiries on TM matters in a prompt and friendly manner, forwards to others as appropriate
Maintains/updates organizational chart and other employee resources and posts on HR portal
Codes and processes invoices and expense reports
Receives, reviews and sends business card orders to printer; manages invoicing as well as product accuracy and quality
Assists with benefits administration, scheduling and maintenance
Recruiting and Orientation
Coordinates all orientation logistics, including: paperwork, documents, benefits overview, basic computer training, coordinating with facilities on seating arrangements, coordinating with team on first day activities and planning, submitting IT equipment request, office tour, and follow-up with new employee
Drafts well written and legally compliant public job ads. Coordinates with members of the marketing team to post job ads in proper formatting on http://www.usgbc.org/jobs and other appropriate and cost-effective job boards. Maintains job descriptions and edits for clarity, consistency and compliance
Monitors response rates and posting statuses and refreshes postings as needed
Schedules interviews and manages communication with candidates
Process background and reference checks
Arrange travel for interviewees as needed
EDUCATION & TRAINING REQUIREMENTS/PREFERENCES
Bachelor’s degree required
EXPERIENCE REQUIREMENTS
3-5 years’ experience in an administrative capacity
OTHER REQUIRED SKILLS AND QUALIFICATIONS
Excellent written and verbal communication skills including mastery of grammar and spelling and ability to write with clarity
Ability to maintain confidentiality of information and act with utmost discretion
Ability to work with efficiency and accuracy, maintain composure in high stress situations
Excellent customer service skills with positive and professional approach and strong active listening abilities
Ability to work well with a diverse professional staff, take on special projects and work, both, independently and in collaboration with team members
Strong computer skills with fluency in Outlook, MS Office Suite (Word, Excel, PowerPoint), and proficiency with html formatting and relational databases (experience with SAP preferred).
Ability to maintain timelines, meet deadlines, prioritize and handle multiple tasks simultaneously
Excellent organizational skills and strong attention to detail
Commitment to USGBC mission
How to apply
Compensation includes an excellent benefits package, including 100% employer-paid premiums on healthcare and employer-matching 401(k) program. Please submit resume and letter of interest, with salary requirements and title of position applying for, via email to jobs@usgbc.org or fax to 202-315-3949, attn: Human Resources. Please indicate where you saw the posting for this opportunity. No phone calls please.