Operations Administrative Assistant

Location: Headquarters, Washington, DC
Department: Operations
Supervisor: Senior Vice President for Operations

BASIC SUMMARY:

This position provides assistance to the Operations teams, including the Senior Vice President for Operations, Human Resources, Information Technology and Facilities. This position includes a wide variety of responsibilities including tracking and coding of all vendor invoices, filing, records retention, and back up to the receptionist and mail room.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support

  • Open, sort/route mail and process all correspondence

  • Supply word processing, spreadsheet and general computer support

  • Maintain the SVP's calendar and coordinate scheduling

  • Maintain physical and electronic files and office systems

  • Distribute communications to other personnel as necessary

  • Schedule/set up conference/SKYPE calls

  • Arrange for catering during meetings when appropriate

  • Prepare human resources packages for distribution to prospective and current employees

  • Participate as a member of the headquarters administrative support team, participating in coordinator meetings and providing support as needed

 

 Invoicing

  • Process invoices, check requests, expense reports, and other financial documents for the SVP, Human Resources, Information Technology, and Facilities departments in a timely manner and follow up as appropriate.

  • Correctly code invoices; track against budget, and obtain approval signatures before submitting to finance for payment.

  • Follow up with vendors for missing invoices or general inquiries.

 

Facilities Support

  • Serve as daily coverage for front desk during regularly scheduled receptionist lunch breaks.

  • Serve as backup receptionist on days the receptionist is absent.

  • Serve as backup coverage for mail room duties.

QUALIFICATIONS:

  • Education:  Associate’s degree or equivalent in related discipline preferred
  • Experience:  1+ years of administrative experience required

  • An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

Other:

  • Strong attention to detail

  • Strong organizational skills

  • Excellent verbal and written communications skills.

  • Strong telephone skills including an ability to answer phones, screen incoming calls, take messages and ensure accurate information is conveyed to the intended recipient.

  • Ability to exercise sound judgment with attention to details and ability to quickly learn new skills

  • Ability to work well under pressure and tight deadlines while balancing competing assignments

  • Ability to work collaboratively as a member of a customer service-minded department in serving the needs of a dynamic and growing organization

  • Must be able to handle sensitive and confidential matters with discretion

  • Ability to work professionally with people at all levels of the organization

PHYSICAL DEMANDS:

  • While performing the duties of this job, the employee is regularly required to use a computer and communicate with others while doing so. 

WORK ENVIRONMENT:

  • General office working conditions, the noise level in the work environment is usually quiet.

VALUES AND DIVERSITY:

  • Defenders of Wildlife is a national, non-profit membership organization dedicated to the protection of all native wild animals and plants in their natural communities. Our employees work in an environment that is inclusive and honors each of our unique perspectives and backgrounds. We believe that the conservation of biological diversity is best advanced by the contributions of people of diverse backgrounds, experiences, beliefs and cultures.  We strive toward a collective goal of including all people in the conservation of our Nation’s wildlife and wild places.

  • Visit Our Values and Diversity page to learn more about who we are and how we operate.

SALARY RANGE:

  • Up To $43,000 

 

HOW TO APPLY

Interested applicants should complete an application for employment. Please reference Operations Administrative Assistant in your subject line and submit your completed application, a letter of interest, and resume to us via e-mail at: HR@defenders.org.

 

It is the policy of Defenders of Wildlife to provide equal employment opportunity to all qualified individuals without regard to their race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, or any other characteristic protected by law, in all personnel actions.

All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.