Position Overview:
ecoAmerica is looking for an Executive Assistant/Office Manager to join its Washington, DC staff. Responsibilities include operations management, administrative support services, coordination of internal processes, communications and systems.
This position includes frequent interaction with all members of the organization including staff, Board of Directors and donors, as well as partners, and vendors. S/he makes interpretations and recommendations as appropriate. Duties are highly confidential and require comprehensive knowledge of ecoAmerica's policies, procedures and operations. Responsibilities require discretion, judgment, tact and poise.
Incumbent has considerable latitude and flexibility in carrying out assigned tasks. The position will report to the Executive Director.
Responsibilities:
Administrative Assistance:
This position performs a variety of high-level administrative tasks, including expense management, travel arrangements and meeting logistics, scheduling, reporting and tracking information. S/he provides direct support to the Executive Director and may also support other managers.
Operations & Fiscal Management:
Manage, update and organize online data including calendar and central file sharing systems and assist staff with effective use of these resources. Procure and manage corporate insurance, subscriptions and accounts, benefits and employee contracts and issues. Coordinate accounts payable and receivable, and expense management. Review monthly financial statements, working with accountant, Executive Director and staff to ensure that finances are properly allocated and expenses on budget.
General Office Management:
Ensure effective telephone, mail and internet communications both internally and externally. Supervise and coordinate overall administrative activities for office administration. Purchase and supervise the maintenance of office supplies for the entire staff in accordance with company purchasing policies. Responsible for the day-to-day operation of the office. Manage correspondence and prepare research or support special projects as needed.
Personnel Management:
Collect employee timesheets. Participate in employee hiring and coordinate new employee set-up. Maintain general operations and employee handbooks.
Qualifications:
Successful candidates should demonstrate the following competencies to perform the essential functions of this position:
- Bachelor's degree and a minimum 3-5 years of high level office administration/management experience.
- Experience with MS Office, database management and use of the internet required. Mac OS and Google Docs/Calendar helpful.
- Experience managing contracts, benefits and budgets.
- Experience managing diverse activities and coordinating the schedules and contacts of executives.
- Excellent planning and organizational skills.
- Demonstrated attention to detail.
- Experience working with a wide range of people such as board of directors, donors, partners and all levels of staff.
- Excellent research, editing and proofing skills.
Compensation: This is a full-time, salaried position with benefits. Salaries, benefits, leaves, etc., are consistent with ecoAmerica policies.
To Apply:
Please email resume, cover letter and salary requirements.
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