• Administrative Assistant

    Location BE-Brussels
    Posted Date 3 months ago(5/30/2018 9:55 AM)
    Job ID
    2018-5490
    Department
    Program-Environment-International
    Company
    The Pew Charitable Trusts
  • Overview

    The Pew Charitable Trusts is driven by the power of knowledge to solve today’s most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.

     

    We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.

     

    Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the public interests.

     

    With offices in Philadelphia, Washington, DC, Australia, Brussels, and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.

     

    Position Overview
    The administrative assistant is based in Pew’s Brussels office and supports Pew’s staff based in Brussels and, when needed, provides back-up support to staff in program’s environment international portfolio. Assignments may change as needed as projects constantly evolve. Responsibilities include supporting staff by answering phones and greeting incoming guests in the Brussels office; providing administrative support for meetings, including scheduling, catering, and agenda preparation; managing expense reimbursements and travel bookings; proofreading documents; preparing mailings; and maintaining databases.

    The administrative assistant may participate in regular project meetings and is encouraged to develop a general understanding Pew’s environment work. The successful candidate will need to be experienced in such a role and be able to demonstrate a high degree of independence and initiative in delivering organizational elements of the role.

     

    Responsibilities

    • Provide reception responsibilities for the Brussels office to include answering phones, greeting guests, supporting meetings and convenings based in the offices or other locations, and greeting vendors.
    • Manage internal, incoming, and outgoing mail and packages, including distributing mail, facilitating mailings, and preparing and mailing packages.
    • Provide administrative support to Pew’s staff in Brussels as well as Pew’s staff in other locations to include calendar management, travel bookings, and expense coding.
    • Handle key administrative functions for staff including: proofreading and revising documents; coordinating and preparing physical and electronic mailings; updating and maintaining databases; scheduling and preparing for meetings; copying; faxing; filing; and word processing.
    • Assist with the preparation of briefing books and other materials.
    • Manage and coordinate the logistics of meetings and events, including sending invitations, scheduling calls, securing room reservations or conference lines, reserving audio-visual equipment, placing catering orders, preparing background and informational materials for distribution, and taking notes.
    • Help prepare for and submit payment expense reports, invoices, and credit card coding reports. Track payments, as requested.
    • Handle travel arrangements for program activities and assist, as needed, with staff and third-party travel reservations and planning.
    • Provide assistance with the day-to-day management of the Brussels office and act as a back-up for operational matters.
    • Contribute to and participate in tasks and special projects as requested.

    Requirements

    • A minimum of five years of administrative experience in a fast-paced, dynamic environment.
    • High school diploma required; college degree preferred.
    • Outstanding organizational and time management skills; ability to handle several projects at different stages simultaneously and a strong capacity to track details are required.
    • Excellent verbal and written communication skills (including proofreading) and the ability to express oneself concisely and clearly using correct grammar.
    • Attention to detail without losing sight of the bigger picture, conscientious approach to work and ability to anticipate needs and be proactive. Monitors and double-checks work and information for accuracy and quality.
    • A very good command of English and French.
    • Flexibility to work as part of a team or independently to meet goals. Ability to work independently with minimal supervision.
    • Sound judgment and discretion in handling confidential information, as well as the ability to conduct oneself in a courteous and highly professional manner. Makes decisions or choices wisely, after adequately contemplating various courses of action and their potential repercussions.
    • Ability to understand organizational structure and work through administrative systems and processes. Asks appropriate questions to facilitate work being completed.
    • Knowledge of and demonstrated proficiency in the use of the Microsoft Office suite of products and electronic calendar systems is required. Ability to quickly learn software.

     

    Compensation
    As this is a full-time position, we offer a competitive salary and benefit program.

     

     

    The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.

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