Administrative Associate
Center for American Progress
- Washington DC
- $56,000 per year
- Temporary
- Full-time
- 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 the workday.
- Maintain reception area in a clean and orderly fashion.
- Manage and maintain calendars for the Office Services team.
- Schedule meetings for Senior Director and Team Lead and other 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, 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 CAP’s travel expenses.
- Place and monitor business card and stationery orders for staff.
- Partner with 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 department as needed.
- Perform other duties as assigned.
- Excellent written and verbal communication skills, especially professional phone etiquette.
- Capacity 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.
- Capacity 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.