Office Manager & Executive Assistant to the President

Center for International Policy
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Dec 05

Position description

The Center for International Policy (CIP) is seeking an Office Manager and Executive Assistant to the President.  This position reports to the President and Director of Finance and Operations.

In order to ensure organizational efficiency and effectiveness, the Office Manager and Executive Assistant to the President coordinates and organizes office administration and procedures.  This position is responsible for streamlining administrative procedures, disseminating intra-office and external communications and coordination of CIP’s internship program.  The Office Manager and Executive Assistant to the President also provides high-level administrative support to the President by conducting research, preparing reports, handling information requests and performing clerical functions.  

Position Status:  Full-time
Location:  Washington, DC
Start Date:  January 1, 2019
Compensation:  Salary commensurate with experience

About the Organization
​The Center for International Policy is an independent nonprofit center for research, public education and advocacy on U.S. foreign policy. We work to make a peaceful, just and sustainable world the central pursuit of U.S. foreign policy. We offer common sense solutions to the most urgent problems facing our country and our planet: war, corruption, poverty and inequality, and climate change.
 
CIP was founded in 1975, in the wake of the Vietnam War, by former diplomats and peace activists who sought to reorient U.S. foreign policy to advance international cooperation as the primary vehicle for solving global challenges and promoting human rights
 
We bring diverse voices to bear on key foreign policy decisions and make the evidence-based case for how and why the United States must redefine the concept of national security in the 21st century.


Position Responsibilities:
Office Management (25%)
Update and maintain office management manual
Ensure proper functioning of all office equipment (computers, phones, server, copiers and printers, etc.)
Manage relationships with suppliers and technicians
Maintain office supplies, kitchen essentials, cleaning supplies, etc.
Maintain professional office environment (furniture well organized, wiped and sterile counters, and properly equipped conference rooms)
Coordinate with building staff on suite maintenance and repairs, building access, and scheduling
Greet guests, sign for packages, sort mail, answer phones

Communications (20%)
Manage and update website and social media
Reports and other publications (design and formatting)
Compile, edit and distribute quarterly e-Newsletter
Manage internal communications (Board, Leadership and Staff)

Filing (5%)
Keep up to date files on all vendors, invoices, and interns

Event Planning (5%)
Suggest and coordinate catering, venue, event layout, program, guest list, invitations, event staffing, payment, donation collection, and post-event follow-up

Internship Program Coordination (10%)
Post internship recruitment advertisements three times per year 
Create and collect offer letters and keep up to date records including W9s, emergency contact forms, and building access codes and paperwork
Conduct orientation, periodic check-ins, and exit interviews
Conduct bi-monthly check-ins and progress reports with program intern supervisors
Plan and execute intern events such as catered lunches with staff and educational workshops

Executive Assistance (35%)
Coordinate and keep track of president’s daily schedule, priorities and appointments
Assemble background materials
Assist in meeting preparation including reserving meeting space, compiling board packets, ordering and setting up catered meals, setting up meeting conference calling tech, and greeting guests
Attend meetings to record action items as needed
Other tasks as needed

Reporting
This position reports to the President and the Director of Finance and Operations.
This position works closely with the Development Manager, program intern supervisors, and program directors as needed

Qualifications

Qualifications:

​Education, Knowledge and Experience
BA degree in relevant field or comparable work experience
Minimum of 2 years’ full time work experience
Demonstrated familiarity with non-profit organization operations (preferred)

Skills 
Strong written and verbal communication
Cheerful disposition and strong communication skills 
Ability to successfully move between different tasks and duties
Ability to Supervise more than five people
Proficiency with Microsoft word, Excel, Google docs, Wix and the Adobe Creative suite or cloud (especially InDesign)
Strong attention to detail
Highly organized
Ability to recall details and information quickly
 

Application instructions

How to Apply:  

​All applicants for this position must submit a cover letter, resume and writing sample.  Please attach your cover letter, resume and writing sample as one document when you apply and send it to Sonya Carter, Director of Finance and Operations, at [email protected], with “Office Manager/Exec Asst” in the subject line. 

The Center for International Policy is an equal opportunity employer.  All qualified candidates will receive consideration without regard to race, color, religion, national origins or sexual orientation.  Women, people of color, persons with disabilities and LGBT candidates are strongly encouraged to apply.

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