Administrative Assistant, International Fisheries - Washington, United States - The Pew Charitable Trusts

Description

Administrative Assistant, Environment (Hybrid)

The Pew Charitable Trusts uses data to make a difference. For more than 70 years, we have focused on serving the public, invigorating civic life, conducting nonpartisan research, advancing effective public policies and practices, and achieving tangible results. Through rigorous inquiry and knowledge sharing, we inform and engage public-spirited citizens and organizations, linking diverse interests to pursue common cause. We are a dedicated team of researchers, communicators, advocates, subject matter experts, and professionals working on some of today's big challenges - and we know we are more effective and creative collectively than we are individually. With Philadelphia as our hometown and the majority of our staff located in Washington, D.C., our U.S., and international staff find working at Pew personally and professionally rewarding.

Wise stewardship of resources allows Pew employees to pursue work that strategically furthers our mission in significant and measurable ways. We collaborate with a diverse range of philanthropic partners, public and private organizations, and concerned citizens who share our interest in fact-based solutions and goal-driven initiatives to improve society. Pew attracts top talent, people of integrity who are service-oriented and willing to take on challenging assignments. We provide competitive pay and benefits, a healthy work-life balance, and a respectful and inclusive workplace. Pew employees are proud of their colleagues, proud of where they work, and proud of the institution's reputation.

The Environment Portfolio at The Pew Charitable Trusts

For more than 25 years, Pew has been a major force in engaging the public and policy makers about the causes, consequences, and solutions to some of the world's most pressing environmental challenges. Our environment work spans all seven continents with more than 250 professionals working at the local, national, and international levels to reduce the scope and severity of global environmental problems, such as the erosion of large natural ecosystems that contain a great part of the world's remaining biodiversity, and the destruction of the marine environment.

Pew has worked in the United States and Canada since 1990 to protect vast stretches of nature and in the 2000s expanded our land conservation efforts to Australia's Outback and Chilean Patagonia. Safeguarding these places offers an opportunity to conserve wildlife habitat, shorelines, and landscapes for current and future generations. Our work relies on the sciences of conservation, biology, and economics to advocate for practical and durable solutions to the loss of biodiversity.

In the sea, reforms to how our oceans are managed are essential to address overfishing, pollution, and loss of habitat. Pew began its oceans program in the United States, focusing on ending overfishing and protecting fragile marine habitat. Starting in 2005, Pew's ocean conservation program expanded around the world and played a significant role in reforming marine fisheries management in the European Union and on the high seas and creating marine reserves around the world. Our work is grounded in the best available science and pursues domestic and international conservation measures that are long-term and provide permanent, durable protections for marine ecosystems.

Position Overview
The administrative assistant is responsible for scheduling and coordinating virtual and in-office meetings, calendar management, travel planning, expense reimbursement and invoice management and maintaining databases. The administrative assistant may support several projects and will support their teams, and other colleagues, to ensure efficient communication, information sharing and effective use of systems for organizing, tracking, and meeting deadlines. The administrative assistant will participate in regular project meetings to develop a general understanding of Pew's environment work.

This position is based in Pew's Washington, DC, office and reports to the associate manager, program administrative support, environment. The position will participate in Pew's core in-office days on Tuesdays and Wednesdays, with the flexibility to work from home the remainder of each week.

Responsibilities

General program and administrative functions

• Develop and maintain a basic knowledge of the environment portfolio to understand and support the organization's work.
• Provide administrative support to project leadership (and teams as needed) to include calendar management and meeting planning.
• Handle key administrative functions for project team including proofreading and editing documents, coordinating, and preparing physical and electronic mailings, updating, and maintaining databases, scheduling, and preparing for virtual, hybrid and in-office meetings, tracking meetings in Salesforce and copying.
• Contribute to and participate in tasks and special projects as requested.

Meetings and convenings

• Schedule virtual, hybrid and in-office meetings, appointments, and conferences with internal and external attendees.
• Work closely with the project leaders, and other project colleagues to provide logistical and operations support for internal, portfolio-wide events and convenings.
• Work with project leaders and environment colleagues to prepare briefing materials for portfolio events.
• Support events, including preparing name badges, collaborating with conference and events services, and coordinating meeting logistics.

Task tracking and calendar management

• Work in close coordination with fellow team members to track tasks and deadlines; compile daily task list and schedule; support prioritization and flow of work.
• Conduct proactive calendar management and support the smooth functioning of the project directors' schedule by ensuring that meetings begin and end punctually, and that calendars are arranged in order to maintain a balance between necessary meetings and time for the project director to complete work.

Travel and expense management

• Prepare and submit expense reports, third-party reimbursements, invoices, and credit card coding reports. Track payments, as requested.
• Handle travel arrangements, international and domestic for program activities and assist, as needed, with staff and third-party travel reservations and planning.

Requirements

• High school diploma is required, college degree is preferred.
• Five years of administrative experience in a fast-paced, dynamic environment.
• Strong oral communication skills, including a polished telephone manner and ability to take detailed and thorough messages.
• Effective written communication skills including proofreading and editing skills.
• Experience with meeting deadlines.
• Sound judgment and discretion in handling confidential information, as well as ability to conduct oneself in a highly professional manner.
• Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven environment.Self-directed to act and resolve issues.
• Keen attention to detail.Monitors and double checks work and information for accuracy and quality
• Skilled at coordinating meetings and travel arrangements.
• Understanding organizational structure and work through administrative systems.
• Maintains a customer service demeanor at all times.
• Demonstrated proficiency in Office applications and electronic calendars (Windows, Microsoft Word, Teams, Excel, PowerPoint, and Outlook).

Travel
Occasional domestic travel may be required.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.