Administrative Assistant
Established in 1999, The Collaborative Labeling and Appliance Standards Program (CLASP), a 501(c)(3) non-profit organization, based in Washington, DC is a growing, high impact international NGO which serves as the primary voice and resource appliance energy efficiency improvements. CLASP's primary objective is to identify and respond to the assistance needs of S&L practitioners in targeted countries and regions while making the highest quality technical information on S&L best practice available globally. CLASP has in Brussels, Beijing, New Delhi, and Washington, DC, and over 28 team members.
Position Summary
CLASP is seeking to hire a motivated, organized and committed Administrative Assistant to provide support to its fast paced office based in Washington, DC. This person will provide comprehensive support to the organization and implementing operations and financial systems while providing assistance to the Executive Director and other senior leaders. Commitment to quality; communication; sense of humor; entrepreneurial spirit; professionalism; adaptability and teamwork are a must! This is a full-time non-exempt position reporting to the Operations Manager.
Key Responsibilities
Office Support and Coordination (25%):
•Manage office upkeep, including being main point person for building management, and all outside vendors, ordering office and kitchen supplies and maintaining an organized and professional setting at all times.
•Manage incoming and outgoing mail and packages: Check for and distribute CLASP mail and manage all outgoing mail and packages.
•Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff.
•Assist with meeting set-up and ensure office is kept orderly and clean.
•Coordinate arrangements for certain special events, including lunches, conferences/trainings and board meetings. Prepare meeting materials, room reservation, presentation requirements, setting-up teleconference, catering, manage appointment scheduling as requested,
•Coordinate and maintain travel authorization requests.
Administrative Support (45%)
•Manage filing and organization of all contracts invoices and other documents as needed.
•Support Finance and Operations Team with month-end closing activities and preparation of annual audit
•Process contracts through approval process, maintain database of contract details, and distribute checks for payment.
•Maintain contact database system.
•Word processing and formatting, editing and/or transcribing reports, papers and manuscripts, and other documents as needed, including the preparation of tables, charts and graphs. Establish and maintain hard copy and electronic file systems as needed.
Executive Support (30%)
•Prepare meeting trips, material and expense reports for Executive Director; and for other senior leaders as requested.
•Manage Executive Director’s calendar and scheduling
•Participate in regular meetings with executive support staff to effectively communicate Executive Director’s schedule and availability
•Serve as note taker, and/or transcribing meeting minutes as needed
Skills & Qualifications:
•Bachelor’s degree and two years (2+) of experience providing administrative support.
•Experience working with a Board of Directors preferred.
•Strong writing and editing skills, with attention to detail.
•Strong organizational, strategic, and planning skills.
•Ability to multi-task, set priorities, and take initiative after being given general guidelines.
•Proficient in Microsoft Office applications such as Excel, Outlook, and Word.
•Excellent calendar management skills.
•Ability to create power point presentations.
•Keen sense of judgment and discretion as well as an ability to be tactful and diplomatic.