• Senior Administrative Assistant, Environment International

    Location US-DC-Washington
    Posted Date 3 weeks ago(11/26/2018 4:33 PM)
    Job ID
    2018-5740
    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 best interests of the people. We partner with a diverse range of donors, public and private organizations and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society.

     

    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.

     

    The Environmental Portfolio at The Pew Charitable Trusts
    For more than twenty-five years, Pew has been a major force in educating the public and policy makers about the causes, consequences, and solutions to some of the world’s most pressing environmental challenges. Our environment work spans all seven continents with nearly 250 professionals working full-time at the local, national, and international levels to reduce the scope and severity of global environmental problems, such as the erosion of large wilderness ecosystems that contain a great part of the world’s remaining biodiversity, and the destruction of the marine environment.


    Pew has worked in the United States and Canada since 1990 to protect vast stretches of unspoiled wilderness and more recently expanded our land conservation efforts to Australia’s Outback and Chilean Patagonia. Preserving these places offers an opportunity to conserve wildlife habitat, shorelines and pristine landscapes for future generations. Our work relies on the sciences of conservation, biology, and economy to advocate for sound solutions to the loss of biodiversity.


    In the sea, reforms to how our oceans are managed are essential to address overfishing, pollution, and loss of habitat. Pew began its oceans program in the United States, focusing on ending overfishing and protecting fragile marine habitat. Since 2005, Pew’s ocean conservation program has expanded around the world and has played a significant role in reforming marine fisheries management in the European Union and on the high seas. Our work is grounded in the best available science and our goal is to reverse the decline of ocean life ranging from sharks and tunas to penguins and whales, and the habitat on which they depend.


    Position Overview
    The senior administrative assistant, located in Washington, DC, will report to the vice president, environment international. This individual will handle all administrative functions for the vice president as well as senior staff. The senior administrative assistant will also provide support to the environment international portfolio as described more fully below.

     

    Responsibilities

    • Provide calendar management including scheduling meetings, consistently checking the vice president’s calendar to monitor upcoming appointments, resolve possible conflicts, gather preliminary information, and prepare materials in advance of meetings.
    • Respond to internal and external callers as appropriate. Direct inquiries and requests as needed.
    • Track the workload of the vice president and other senior staff. Follow-up daily with reports on high-priority projects and reminders about upcoming deadlines.
    • Learn existing systems to track ongoing projects and upcoming deadlines and budgets. Maintain the vice president’s strategy and operations tracker, which outlines key tasks to be completed by the team. Devise and implement new tracking systems as needed.
    • Make travel arrangements, book accommodations, and prepare itineraries for staff and visitors.
    • Process business expense reports, check requests, and invoices including coordinating the approval process and maintaining backup electronic files of all financial documents.
    • Track expenses incurred on corporate credit cards and apply charges to the appropriate project.
    • Coordinate the logistics of meetings and events including securing room reservations, reserving audio visual equipment, placing catering orders, preparing background and informational materials for distribution, handling post-event room breakdown, and troubleshooting issues at the event.
    • Maintain and improve hard-copy and electronic filing systems for the projects, file and retrieve documents promptly and anticipate informational needs of the staff in order to provide background information and assemble materials for meetings.
    • Provide general office support including coordinating internal and outgoing mail, copying, scanning, faxing, and filing.
    • Perform word processing and document management including preparing initial drafts for senior staff review, tracking, and synthesizing edits from various sources, formatting, and proofreading.
    • Work with other administrative staff to ensure seamless office coverage during peak periods and staff absences.
    • Undertake special projects and research related to the portfolio’s goals as requested.

    Requirements

    • High school diploma at a minimum, college degree preferred.
    • At least seven years of administrative experience, preferably supporting an executive or management at the senior level of an organization.
    • Strong organizational skills, including the ability to set priorities, think analytically, work under tight deadlines, juggle multiple tasks simultaneously, and track details in a fast-paced, dynamic environment. Experience managing projects.
    • Superior verbal and written communication skills (including proofreading and editing) and the ability to express oneself clearly and concisely. Strong oral communication skills, specifically a polished telephone manner and ability to take detailed and thorough messages. Confidence when speaking with senior staff.
    • Keen attention to detail. Monitors and double checks work and information for accuracy and quality. Ability to pay close attention to detail without losing site of the bigger picture.
    • Demonstrated experience in scheduling meetings and making complex travel arrangements.
    • Responsiveness to requests and commitment to providing high-quality service. Maintains a customer service demeanor at all times.
    • Keen ability to recognize and navigate sensitive situations; adequately contemplate various courses of action and anticipate potential repercussions; and ensure complex tasks are handled discreetly, effectively and efficiently.
    • Strong initiative. Ability to anticipate needs and be proactive. Self-disciplined to meet deadlines and strong work ethic.
    • 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 Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) required. Ability to quickly learn software specific to the department and/or Pew (e.g., PeopleSoft, Factiva, Cision, Adobe Acrobat, and Photoshop).

    Total Rewards
    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.

    Equal Employer Opportunity (EEO) Statement
    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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