Job Announcement

Administrative Assistant and Office Manager

Full-Time
Washington, DC
Posted 15 days ago
Operations

Description

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Caption: 

 

Job Description for Administrative Assistant and Office Manager

 

The Democracy Initiative (DI) is a progressive dynamic coalition of organizations working toward a vibrant future in which all Americans participate fully and freely in the democratic process. We believe that the voice of every voter should be heard and counted, and the influence of corporate money in our democracy reduced so all of us have an equal say in a democracy that is of, by, and for the people. The Democracy Initiative Education Fund (DIEF) is a national, nonpartisan, education and mobilization organization committed to building a vibrant democracy. DIEF’s core activities center on research related to democratic engagement and public education on important issues to preserve and improve our democracy. 

The role of the Administrative Assistant and Office Manager is to provide administrative support for the activities of the DI. The Administrative Assistant/Office Manager reports directly to the Executive Director and works collaboratively with other staff members. This is a full-time position for an individual who has 2-3 years experience in an administrative role and who is committed to the mission of the DI.

The Administrative Assistant and Office Manager will handle list management, supplies, scheduling, electronic and telephone communications, data entry and basic bookkeeping, travel arrangements, conference planning and logistics (including room reservations, invites, meal orders, RSVPs, and room set-up.) 

Scheduling/ Administration

  • Organize and maintain the Executive Directors schedule and calendar
  • Manage and schedule meetings; prepare briefing materials for meetings
  • Arrange Executive Directors travel schedule and reservations as needed
  • Manage key contact database, ensuring accurate and up-to-date information for key organizational contacts
  • Assist with record-keeping to support internal accounting functions, including time sheets, expense records, and other tasks supporting HR and finance functions
  • Provide IT support for staff

 

 

 

 

Fundraising/ Communications

  • Support development and fundraising activities, including annual and special donors appeals, donor research, donor cultivation and appreciation
  • Interact with board members including scheduling board meetings, board retreats, logistics, and taking meeting minutes
  • Support on Social media

Office Oversight

  • Maintain the office physical space including supplies, equipment, and furnishings
  • Distribute incoming mail to appropriate staff
  • Provide support for large copying/ printing jobs
  • Provide support for general shipping or printing
  • Support logistics for office meetings
  • Manager relationships with vendors and service providers
  • Help orient new staff and interns
  • Process and mail all invoices

Minimum Qualifications

  • Excellent writing skills
  • Good oral communication skills
  • Highly organized
  • Basic bookkeeping capability
  • Familiarity with Excel, Word, Gmail
  • Basic knowledge of Social Media  
  • Team player, flexible
  • Commitment to democracy and social justice
  • Works well under tight deadlines
  • Energetic, positive
  • Comfortable in a face-paced office environment
  • Able to think quickly on your feet
  • Strong team player
  • Strong desire in office administration and management
  • Minimum of 2-3 years of experience in Admin/ Office Manager role

 

The Democracy Initiative offers a competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage.

The Democracy Initiative is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, or marital status in employment.

Please send a cover letter and resume to jobs@democracyinitiative.org

 

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