Administrative Assistant, Communications
The Pew Charitable Trusts - Washington, DC

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The Communications Department
The Communications department plays an instrumental role in positioning Pew to achieve our programmatic and institutional goals. Pew recently completed a detailed assessment of our communications needs and internal structure, and having learned from our past successes and challenges, the department is in the process of reorganizing to improve our efficiency and effectiveness. The department provides a comprehensive range of communications services for all programmatic and administrative units and Trusts-operated projects. Our in-house expertise includes strategy and message development; editorial support; design and creative services; media event planning; digital and video production and social media. The unit oversees all communications policies, guidelines and processes in order to manage the Pew brand, ensure the production of the highest quality work and effectively steward Pew’s resources.

Position Overview
The administrative assistant is a member of the Communications department and has primary responsibility for assisting Washington-based editorial, publishing and commentary staff in developing, processing and maintaining information related to the institution. In addition to specific requirements listed below, the candidate should possess a high work standard, be able to quickly learn software specific to the department and be adept at setting priorities and anticipating needs. The position is based in Washington, D.C.

Responsibilities

Handle administrative functions for the staff including answering phones, scheduling meetings and appointments, making travel arrangements, filing, copying and faxing.
Proofread internal and external correspondence, including memos, report summaries and other institutional documents.
Screen telephone calls thoroughly and with diplomacy. Provide preliminary information to internal and external callers as appropriate and direct inquiries and requests as needed.
Assist staff in coordinating, tracking and disseminating materials for meetings, reports, projects and mailings. Keep mailing lists up-to-date.
Assist with requests for vendor services and invoicing.
Arrange travel and process expense reimbursements in a timely manner.
Assist staff with special projects and related research.
Ensure coverage of all departmental work during peak periods and staff absences by coordinating with other administrative staff.
Manage, track and maintain departmental resources for use by program staff.
Impact
Ensure the Communications department runs seamlessly by providing effective and efficient administrative support.
Advance the Communications department's ability to build public awareness about issues, progress, achievements and lessons learned from the work sponsored by Pew.

Requirements

Minimum of six years administrative experience supporting more than one senior staff person. Bachelor’s degree preferred, but not required.
Strong organizational skills, including the ability to prioritize, work under tight deadlines, juggle multiple tasks, organize time effectively, conduct research and identify resources for projects.
Excellent verbal and written communication skills (including proofreading and editing) and the ability to express oneself concisely and clearly using correct grammar. Strong presentation skills by telephone and in person.
Confidence in communicating with senior staff.
Keen ability to recognize sensitive situations and ensure complex tasks are handled discretely, effectively and efficiently.
Attention to detail without losing sight of the bigger picture, conscientious approach to work and ability to anticipate needs and be proactive. Monitors and double-checks work and information for accuracy and quality.
Ability to think analytically, take initiative and see tasks through to completion with appropriate follow-up. Possess self-discipline to meet deadlines and display a strong work ethic.
Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven environment. Utilize initiative to take action and resolve issues with the foresight to know when it was appropriate to seek advice.
Demonstrated experience coordinating meetings and complex travel arrangements.
Responsiveness to requests and commitment to providing high-quality service. Maintains a customer service demeanor at all times. Maintains high work standards.
Knowledge and proficiency in the use of office and word processing software (Microsoft Windows, Word, Excel, PowerPoint, Salesforce and Outlook) is preferred. Ability to quickly learn software specific to the department or institution.
Ability to type at least 50 words per minute preferred.
Compensation
We offer a competitive salary and excellent benefits package, including three weeks of vacation, a generous 401(k) plan and flexible benefit options.

Travel
Occasional day travel or overnight trips to Pew's Philadelphia office may be required.

Pew is an equal opportunity employer.

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