Office Manager / Senior Administrative Assistant – Landesa – Washington, DC

Status: Regular, Full-Time

Location: Washington DC

Classification: Exempt (Not Eligible for Overtime Pay)

Date: October 2015

Job Summary: The Office Manager/Senior Administrative Assistant (Office Manager) is a key member of the Executive Support Team and will be responsible for maintaining the office operations and providing direct administrative support to the CEO and other office personnel using broad and comprehensive experience, skills and knowledge. The Office Manager will be responsible for ensuring administrative and office operations are developed to support Landesa’s internal activities and external relations.

Reporting and Relationships: The Office Manager reports directly to the Chief Executive Officer (CEO).

Availability: The Office Manager will be expected to work a standard work week of 40 hours plus additional hours as necessary to get the job done. Some international or domestic travel may be required.

Essential Job Functions:

Handles a heavy volume of complex domestic (multiple time zones) and international calendaring involving China, India and Africa.
Maintains an organized system of tracking, monitoring, and prioritizing tasks and initiatives.
Manages a high volume of email.
Assists with structuring PowerPoint presentations, donor reports, Board reports, etc.
Compiles and processes expense reports and reimbursements accurately and timely.
Creates, update and/or maintain organized files and records, both hard and soft copy.
Supports CEO and other team members with external communications (verbal and written), ensuring timely responses to inquiries including answering questions, routing requests appropriately, and taking and distributing minutes of meetings as requested.
Assists the Communications and Development Departments in preparing and presenting communication material to stakeholders.
Manages general office administration, including ordering and stocking of office and kitchen supplies; vendor management; sorting mail; sending domestic and international packages; ordering refreshments or meals for meetings; scheduling, coordinating and providing logistical support for meeting and facility needs.
Liaises with building leasing manager to coordinate facility needs for the office such as heating/cooling and general repairs. Performs facilities support such as coordinating office moves, purchasing and maintaining furniture and office equipment, picture hanging, etc.
Performs light accounting tasks including coding invoices, recording checks for deposit, disbursing petty cash, and maintaining cash for travel advances; manages projects in conformance with Landesa procedures on budgeting, human resource allocation and work planning, cost monitoring and control, monitoring travel schedules, and product preparation and delivery.
Assist with special projects, and other duties as needed.

Required Knowledge, Skills, and Abilities:

A deep commitment to the mission of a better, safer future for the world’s poorest people through secure access to land and the critical importance of land rights for women.
Dedication and persistence working in a mission-driven environment as a constructive, solutions-oriented problem solver.
Demonstrated commitment to working collaboratively with a range of people at all levels, with humility, respect and a focus on the results.
High level of working knowledge in Word, Excel, PowerPoint, and Outlook, as well as other technology including Adobe and the Internet.
Superior oral and written communication skills, including English grammar, spelling and punctuation.
Ability to maintain a high level of confidentiality for all organizational, personnel, and research matters.
Ability to screen incoming calls and correspondence and respond independently when appropriate.
Demonstrated flexibility and adaptability when working in a fast changing environment.
Ability to prioritize and meet deadlines and work gracefully under pressure; demonstrates exceptional organizational skills; detail oriented; ability to work on a number of small projects simultaneously, providing high quality work.
Proven ability to handle administrative details independently and use good judgment to keep team members updated.
Ability to work in support of and collaboratively with a range of people at all levels, including management and staff, board members, donors, contractors, outside vendors, and suppliers.
Excellent cross-cultural skills and proven ability to work with multiple people of varying backgrounds.

Education and Experience:

Bachelor’s or undergraduate degree preferred
2-5 years senior level support experience in a professional setting required; preferably in a non-profit, finance, legal environment or other document intensive department;
Experience working with an international organization preferred.
Legal authorization to work in the United States of America, required.

Work Environment and Working Conditions for Travelers: While performing the duties of this job, the employee may be exposed to working conditions and hazards which are prevalent for the location and/or country of assignment. The noise level in the work environment is usually moderate. Work is primarily performed indoors with some potential for exposure to safety and health hazards related to electronics work. The employee may be required to travel overseas and domestically. When traveling, the employee may be exposed to: physical hazards (illnesses, noise, extreme temperatures, wet or humid climates, etc.) road hazards (unfinished/dirt roads, potholes, traffic-related accidents, etc.), and atmospheric conditions (odors, dust, fumes, smog, etc.).

Additional Comments: The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. Reasonable accommodations may be made in appropriate circumstances to enable qualified individuals with disabilities to perform the essential functions of this job.

How to apply

To Apply: Qualified candidates may apply by submitting a resume and cover letter to jobs@landesa.org, with the title “OMDC-I” in the subject line. No phone calls please. Landesa is an Equal Opportunity Employer.

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