Senior Administrative Assistant, Government Performance

Location US-DC-Washington
Posted Date 1 month ago(8/5/2020 11:40 AM)
Job ID
2020-6339
Department
Program-Government Performance
Company
The Pew Charitable Trusts

Overview

The Pew Charitable Trusts uses data to make a difference. For more than 70 years, we have focused on serving the public, invigorating civic life, conducting nonpartisan research, advancing effective public policies and practices, and achieving tangible results. Through rigorous inquiry and knowledge sharing, we inform and engage public-spirited citizens and organizations, linking diverse interests to pursue common cause. We are a dedicated team of researchers, communicators, advocates, subject matter experts, and professionals working on some of today’s big challenges – and we know we are more effective and creative collectively than we are individually. With Philadelphia as our home town and the majority of our staff located in Washington, D.C., our U.S. and international staff find working at Pew personally and professionally rewarding.
 
Wise stewardship of resources allows Pew employees to pursue work that strategically furthers our mission in significant and measurable ways. We collaborate with a diverse range of philanthropic partners, public and private organizations, and concerned citizens who share our interest in fact-based solutions and goal-driven initiatives to improve society. Pew attracts top talent, people of integrity who are service-oriented and willing to take on challenging assignments. We provide competitive pay and benefits, a healthy work-life balance, and a respectful and inclusive workplace. Pew employees are proud of their colleagues, proud of where they work, and proud of the institution’s reputation.
 
The Government Performance Portfolio within Program
Pew’s government performance work identifies and advances effective approaches to help solve complex challenges at all levels of government in the United States. 
 
The portfolio’s work can be traced back to our founders’ early efforts to improve the lives of Americans by supporting efforts that promoted health, civic engagement, and democratic ideals. Today, we conduct research on emerging topics, develop data-driven reports, and highlight innovative approaches in addressing complex problems at the federal, state, and local levels. Current initiatives focus on health and human services, government management and budget, family economic stability, and safety and justice.
 
Our teams explore and advance effective policy reforms using credible, timely, and accessible research, assessing public support for change, identifying approaches that have proved successful elsewhere, and bringing together diverse perspectives to find common ground. In addition, our teams use strategic outreach and dissemination to ensure that good information is widely communicated to decision-makers, media, influential stakeholders, and the public.
 
Position Overview
The senior administrative assistant will support the senior director and other staff by proofreading documents, preparing mailings, maintaining databases, scheduling and preparing meetings, managing expense reimbursements, and coordinating travel. The senior administrative assistant may participate in regular project meetings and is encouraged to develop a general understanding of 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.  
 
The position, based in Pew’s Washington, D.C. office, reports to the associate manager, government performance administrative support. 

Responsibilities

  • Provide calendar management, including scheduling meetings with specific responsibility for checking the senior director’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 senior director and follow-up daily with reports on high-priority projects and reminders about upcoming deadlines.
  • Maintain a system to track key tasks and devise and implement new tracking systems as needed.
  • Assist with 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. 
  • Undertake special projects and research related to the projects’ goals as requested.

Requirements

  • High school diploma required. 
  • At least seven years of administrative experience 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., Factiva, Cision, Adobe Acrobat, and Photoshop).
Travel
This position requires occasional domestic travel to meetings and conferences.
 
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.
 
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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