Administrative Associate III in Washington, D.C

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Overview:

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. The Social and Economic Development (SED) Business Unit includes experts and projects in Environment, Economic Development, Civil Society, Gender, Youth, and Technology – creating a unique mix of capabilities to address today's interrelated development challenges.  SED is currently seeking qualified candidates for the position of Administrative Associate III in Washington, D.C.

Responsibilities:

• Answers phones. Takes messages or fields/answers routine and non-routine questions.
• Provides information to callers. Works in cooperation with other Administrative Associates to cover phones.
• Provides administrative support to staff for copying, faxing and large-scale mailings.
• Responds to staff requests for administrative support as needed.
• Sets up and maintain files, prepares reports, presentations and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
• Schedules meetings and meeting arrangements. Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
• Communicates with both internal and external personnel as required.
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
• Assignments vary based on department and/or functional area.
• May handle special projects and execute research and data analysis tasks.
• Organizes and prioritizes large volumes of information and calls.
• Performs desktop publishing. Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
• Establishes, develops, maintains and updates library of trade journals and magazines.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department. Arranges complex and detailed travel plans and itineraries. Compiles documents for travel-related meetings. Processes travel expense forms.
• Compiles data and prepares reports.
• Drafts written responses or replies by phone or e-mail when necessary for staff members, as requested. Responds to regularly occurring requests for information.
• Works independently or as a member of a team on special and ongoing projects.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, Presidents, and Senior Vice Presidents.
• Handles confidential and non-routine information and explains departmental policies when necessary
• Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Schedules and arranges meetings and conferences for management. Prepares agendas, notices, minutes and resolutions for corporate meetings. Assist with coordination of meetings, facilities planning and logistics required.
• Takes minutes, prepare and distribute to appropriate staff.
• Coordinates special projects, at the request of management, which may include: planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
• May coordinate workload with other support staff across department(s).
• Supports management in maintenance of the department finances.
• Maintains various databases and spreadsheet files as requested by management.
• Communicates and manages timetable/milestones. Assigns work/task responsibilities for projects as directed by management.
• Assists with the gathering, compiling and evaluation of project due diligence data.
• Familiar with departmental guidelines.
• Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.
• Maintains of library and classification and filing of new items.

Qualifications:

• Associate’s degree or its international equivalent
• in Business or related field.
• 5+ Years of related experience.
• Experience in monitoring the use of
• expenditures to meet organizational objectives
• and compliance.
• Bachelor’s degree or its international equivalent
• in Business or related field.
• Science or health-related field experience
• preferred.

FHI 360 has a competitive compensation package. Interested candidates may register online through FHI 360's Career Center at www.fhi360.org/careercenter or through the Employment section at www.fhi360.org. Please submit CV/resume and cover letter including salary requirements. Please specify source in your application.

AA/EOE/M/F/V/D

FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran with respect to policies, programs, or activities.