Office Manager / Assistant to Executive Director – International Council on Clean Transportation – Washington, DC

Primary Functions

This is a dual role position of office manager and executive assistant.
As office manager, responsibilities include managing all aspects of ICCT’s headquarters in Washington, DC.
As executive assistant, responsibilities include supporting ICCT’s executive director from travel arrangements to scheduling to special projects to ad hoc research and data gathering.

Specific Immediate Responsibilities

Responsible for the day-to-day operation of the Washington, DC office:
Coordinate with Director of Finance and Operations and administration team in meeting planning, internal organization communications, personal computer set-up, new employee orientation, staff training, staff contact lists, office organization and on communication and roll-out of new organization policies and ensure DC office and staff compliance with ICCT policies and procedures
Collect and distribute mail. Contact FedEx, UPS, DHL and other outside vendors for incoming/outgoing pickups and deliveries
Coordinate with building management on safety, recycling, bike & vehicle parking, security cards and keys and other building programs
Maintain a clean, productive and collegial office environment: maintain kitchen cleaning schedule, organize activities to promote office culture (birthday cards and lunches, wedding and baby showers)
Meet and greet visitors and accept deliveries
Work with IT consultants to manage IT services
Support human resources activities such as hiring (post positions on web, sort resumes, maintain applicant database) and new hire orientation (coordinate orientation agenda with new hire’s supervisor and Director of Finance and Operations)
Purchase needed supplies and services
Assistant to the ICCT Executive Director
Provide regular support for the executive director ranging from clerical to logistics to planning to research to special projects.
Make travel arrangements (flight, hotel, other transportation) and prepare detailed schedule of appointments and locations
Maintain daily schedule (conference calls, meetings and appointments) and coordinate with contacts on logistics for these events
Assemble and edit presentations
Prepare expense reports / timesheets

ICCT Event Coordinator
Organize on- and offsite meetings, workshops, and other events in SF, DC and various locations including venue and catering coordination, participant travel and hotel, and oversight of meeting material production.

Potential Additional Responsibilities

Accounting entries and reports in Quickbooks
Contract administration
Personal computer desktop support
Website content management


Bachelors’ degree
Ability to multi-task, prioritize and communicate effectively
Strong attention to detail and highly organized
Should have solid experience in Microsoft Word, Excel and PowerPoint
Proficiency in English required, and fluency in another language desirable
Non-profit experience a plus
Office management, executive administration and event coordination experience preferred, but not required

How to apply

Please send a resume and cover letter (as attachments) summarizing your interests and qualifications to Use the position name “DC Office Manager” as your message’s subject heading. Please indicate in your e-mail message that you found this posting on Idealist.