Office Administrator, (Job #1554)
National Endowment for Democracy (NED)
The National Endowment for Democracy (NED), a congressionally funded, private, nonprofit grant-making organization, seeks an Office Administrator for the Office Services and Human Resources Team. The position is based in Washington, DC. This position reports to the Senior Director for Human Resources and Administration.
Position Summary:
The Office Administrator is a key member of the Operations staff responsible for coordinating and overseeing the daily work flow of the Office, the Front Desk and the teams associated with operational components of the office. This position manages the front desk traffic, including professionally handling telephone calls, visitors, NED general email box and deliveries. The Office Administrator will also partner with local external vendors including the property manager to up-keep the office and secure the premises at all times. The incumbent also performs independently in managing a number of routine or special assignments.
Responsibilities:
Provides assistance to COO in preparing for meetings and special projects. Oversees the production of quarterly and monthly meetings according to the directions given by COO.
Facilitates and coordinates the Office Evacuation Response Plan (OERP) and schedules meetings with office monitors. Acts as the liaison on behalf of COO and Senior Director of HR with staff and others.
Schedules meetings of NED Management Team. Prepares and distributes agendas for these meetings, as well as circulating summary notes and “to-dos” from these meetings. Coordinates with other NED staff the timely completion of action items identified at meetings or otherwise identified by the COO.
Works with building management and outside security vendors to identify priorities for management-related activities and coordinates those activities with other NED staff.
Oversees correspondence, NED general email inbox, and courier deliveries with routing and response-tracking procedures to ensure timely handling of all correspondence by appropriate staff throughout NED.
Handles highly confidential/sensitive messages and correspondence as appropriate.
Serves as the main point of contact for general office related duties and tasks.
Partners with Office Services team to ensure that repairs are documented and reported to building services manager.
Supports the Executive Assistant to the president during vacations and absences.
Presents a professional image to all Endowment callers and visitors. Maintain professionalism, tactfulness and sensitivities to differences in language spoken as well as international prominence.
Ensures that the main telephone number and front desk are staffed at all times by scheduling employees as necessary to cover for regular breaks and other absences.
Assist with special projects and duties, when assigned.
QUALIFICATIONS:
Knowledge/Experience (formal degree requirements and years of relevant job experience required):
College degree required; relevant experience may be considered as an acceptable substitute qualification.
Minimum 7 years administrative experience including five years’ experience directly supporting a senior executive. Experience supervising other support staff is desired.
Other Qualifications:
Strong organizational and communications skills, both written and oral, required. Must have excellent language skills, including vocabulary, grammar and spelling.
Demonstrated attention to detail and commitment to highest quality work product is required.
Demonstrated ability to juggle multiple priorities and be proactive to ensure completion.
Must be highly motivated and a self-starter.
Competencies:
Courteous, personable and professional demeanor required as is the ability to perform tasks competently and with grace, notwithstanding frequent interruptions and competing demands.
Must possess good judgment and have the ability to handle confidential information.
Outstanding, interpersonal skills are a must, including demonstrated capability to function as a team player across organizational lines and to successfully complete projects with little day-to-day supervision.
Strong computer and electronic communication skills required. Proficiency with MicroSoft Office Suite to include Word, Excel, and PowerPoint is also required
How to apply
To Apply:
Applications must include a cover letter, resume, salary history and requirements, completed NED Employment application and contact information for three professional references. Please send to jobs@ned.org, with your name and Office Administrator – Job #1554 in the subject line. The NED is an Equal Opportunity Employer. For more information, please visit our website at www.ned.org. Please no phone calls.