Reports to: Senior Director, Operations
Department: Administration
Staff reporting to this position: None
Position classification: Nonexempt, full time; Union - Level 3
Minimum compensation: $56,000
Work site: On-site (Washington, D.C., office)
Summary
American Progress has an immediate opening for an Administrative Associate who provides front desk coverage. This person is highly visible and serves as the first point of contact for all visitors, guests, and callers to the main reception area. The Administrative Associate is responsible for a broad range of administrative, clerical, and operational support for the organization and for the Operations team. These tasks include but are not limited to maintaining the department’s calendar; assisting with invoicing, collecting, and reconciling reimbursement requests; professionally answering and directing phone calls; and greeting, directing, and announcing guests. As part of the Operations team, the Administrative Associate will assist with various routine administrative functions on a daily and as-needed basis. The schedule for this position is five eight-hour days in the office each week.
The successful candidate must be able to work independently and in a team environment in a fast-paced workplace; interact appropriately with politicians, dignitaries, and other high-profile guests with professionalism and poise; exercise sound judgment; exhibit an unwavering positive demeanor; and support the successful implementation and execution of new policies, procedures, and projects. This position is ideal for a candidate who supports American Progress’ mission to improve the lives of all Americans, through bold, progressive ideas, as well as strong leadership and concerted action, with the aim of not only changing the conversation, but changing the country.
The successful candidate will join a dynamic team of colleagues to assist in supporting American Progress’ five crosscutting priorities:
- Building an economy for all
- Restoring social trust in democracy
- Advancing racial equity and justice
- Tackling climate change and environmental injustice
- Strengthening health
Responsibilities:
- Greet and announce guests in a professional, accurate, and efficient manner.
- Answer all incoming calls and ensure that phone calls are redirected quickly, accurately, and in accordance with established guidelines.
- Help maintain workplace security by activating, deactivating, and distributing access cards based on employment status; coordinating the guest and temporary access card programs; and maintaining guest, visitor, and access card logs.
- Open and/or close reception areas, ensuring on-time starts to and completions of the workday.
- Maintain reception area in a clean and orderly fashion.
- Manage and maintain calendars for the Office Services team.
- Schedule meetings for the Senior Director and team lead and for Administrative teams as requested.
- Maintain and update the Office Services Confluence and CAPNet knowledge-sharing sites.
- Support travel operations by approving, rejecting, and/or providing professional customer service to resolve minor travel issues.
- Maintain shared databases, including databases for American Progress’ print subscriptions, internal moves, and new-hire desk setups, as well as other databases, department records, and files as assigned and developed.
- Process and coordinate American Progress’ catering requests.
- Reconcile American Progress’ petty cash expenses.
- Reconcile the Office Services team’s credit card expenses and support reconciliation of American Progress’ travel expenses.
- Place and monitor business card and stationery orders for staff.
- Partner with the Events team, on-site security personnel, and security services provider to request security services for public and private events.
- Liaise with managed security provider for routine office closings.
- Support Facilities team operations by submitting building and facilities requests through the online portal.
- Provide administrative support to the Office Services team as needed.
- Perform other duties as assigned.
Requirements and qualifications:
- Excellent written and verbal communication skills, especially professional phone etiquette.
- Ability to interact professionally with all levels of staff, politicians, dignitaries, and interview candidates, among others.
- Ability to work independently at the front desk and in a team setting.
- Basic math skills.
- Demonstrated reliability and a strong work ethic.
- Ability to quickly adapt to changing priorities.
- Ability to exercise good professional judgment.
- Excellent computer skills, including proficiency in Microsoft Office Suite, especially in Word, Excel, and Outlook.
- Exceptional problem-solving skills.
- Excellent organizational skills.
- One to two years of professional administrative experience, preferably in an office setting.
- Commitment to American Progress’ mission and goals.
American Progress offers a full and competitive benefits package. Candidates from diverse backgrounds are strongly encouraged to apply. This position is part of a bargaining unit represented by IFPTE Local 70 and has a minimum salary of $56,000.
