• Administrative Assistant, Substance Use Prevention and Treatment Initiative

    Location US-DC-Washington
    Posted Date 4 weeks ago(7/23/2018 3:50 PM)
    Job ID
    Program-Government Performance-Federal
    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.


    Project Description
    The substance use prevention and treatment initiative works to develop and support policies that 1) reduce the inappropriate use of prescription opioids while ensuring that patients have access to effective pain management and 2) expand access to effective treatment for substance use disorders, including through increased use of drug and non-drug therapies for withdrawal management, treatment, and long-term recovery.


    The project provides direct technical assistance to states on how to improve access to evidence-based, high-quality treatment for people with substance use disorders. The project also conducts advocacy in Washington, D.C., to achieve its programmatic objectives. To inform this work, the project conducts and publishes research and other information on evidence-based and emerging practices and maintains relationships with external experts and other stakeholders. The team comes from a wide variety of professional backgrounds with policy, advocacy and research experience.


    Position Overview
    This position, based in Washington, D.C., is assigned to support one or two specific projects and directors initially, but those assignments may change as needed as projects constantly evolve. Responsibilities include supporting staff by proofreading documents, preparing mailings, maintaining databases, scheduling and preparing meetings, managing expense reimbursements, and coordinating travel.

    The administrative assistant may participate in regular project meetings and is encouraged to develop a general understanding Pew’s 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.


    • Provide administrative support to include calendar management and meeting planning. Assist with events including agenda development, notetaking, material preparation, logistics, onsite support, government official vetting, and post-event reporting.
    • Handle key administrative functions for project staff including proofreading and revising documents, coordinating and preparing physical and electronic mailings, updating and maintaining databases, answering telephone calls, scheduling and preparing for meetings, copying, faxing, and word processing.
    • Assist with the preparation of briefing books and other materials.
    • 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.
    • Maintain electronic and hard copy files.
    • Coordinate workflow, workload, and cross-cutting needs with senior administrative assistant and other administrative assistants within the portfolio. Assist other projects as needed to ensure coverage across the portfolio.
    • Identify project needs and issues and seek methods for resolving them.
    • Contribute to and participate in tasks and special projects as requested.
    • Work with project staff to track lobbying and prepare materials for lobbying meetings.


    • High school diploma required; college degree preferred.
    • A minimum of five years of administrative experience in a fast-paced, dynamic environment.
    • 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.
    • Ability to act and take steps to solve or settle an issue, utilizing all available information.
    • 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 the English language.
    • 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.


    Travel is not anticipated for this position.


    Compensation and Benefits 
    We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.



    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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