Aug 08, 2019
Greenpeace is looking for an exceptionally bright and self-motivated experienced Administrative Professional to support the Senior Management Tea in a fast-paced highly complex environment. You will manage the day to day administrative tasks freeing up their time to focus on department and organizational strategy and goals. You are a quick thinker, your flexibility and adaptability are key in creating simplicity and a smooth operation in the midst of constantly changing demands and priorities. You are resourceful and autonomous when taking on new tasks and projects relying on your problem-solving skills to make it all work! As the gatekeeper and extension of your executive leaders, you will frequently find yourself in the center of everything that happens on the team. You are extremely pivotal to the success of a well-run, efficient, productive and happy team.
The Administrative Support Manager will perform an array of administrative functions critical to running an organization efficiently. You will strategically manage complex schedules which will require continuous prioritization and exceptional organization. You will handle travel arrangements, create expense reports, and develop internal communications..
This is a full time exempt position based in Washington, DC.
The Administrative Support Manager will:
Provide administrative support to 3 senior level executives
Managing daily calendars for executives, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes
Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences
Coordinate travel arrangements and create expense reports in a timely manner using ExpenseWatch
Communicate regularly with all Greenpeace department leadership to ensure transparency and collaboration across all organizational departments
Oversee logistics for trainings, retreats, and events across the Administration department and the broader organization
Partner with leadership to coordinate, pace and prioritize competing and pressing communications needs and messages from across the organization to ensure the most effective and streamlined experience for Greenpeace employees
Create or review communications materials tailored to multiple audiences and sensitive to organizational change dynamics. Materials may include emails, announcements, articles, job aids, SharePoint content, presentations, staff meeting segments, videos, trainings, etc.
Write and edit communications that are clear, accurate, set the appropriate tone and align with the Greenpeace brand
Manage admin departmental processes and ensure timely completion along with any necessary reporting
Lead or participate in general administrative duties (copying and faxing), distributing mail, ad-hoc projects, committees and/or group events
Take on special projects as requested by the COO, and Deputy Executive Director (DED), contribute to the design and planning of the monthly leadership meetings, ensure materials and documentation are delivered and formatted/edited prior to the meeting and that notes are circulated
Support staff meetings, departmental meetings, Senior Management Team meetings, and Board of Directors meetings. Take notes and follow up on action items related to such meetings
Identify potential delays and bottlenecks and suggest solutions to the COO & DED, Such that leadership meetings and activities are efficient and effective and information flows efficiently between the Executive Team and other departments.
Assist in the administration of the Legal Department, including scheduling meetings, arranging travel, copying, filing legal documents, and maintaining the Legal Department website
Develop and maintain appropriate document filing systems, and ensure compliance with records retention procedures
Manage corporate registration documents, lobbying registration forms, and contracts database
Build and maintain good relationships with key operational contacts and vendors, both internally and externally
Ensure confidentiality at all times (this position will have access to highly confidential information)
Other duties as assigned
Minimum requirements for the Administrative Support Manager include:
4+ years administrative experience, with at least 2 years executive experience
Excellent written and oral communication skills, including the ability to draft correspondence and other communications quickly with minimum direction.
Experience facilitating meetings
Keen attention to detail with the ability to track, prioritize and manage multiple projects at one time
General computer literacy – Especially proficiency with Microsoft Excel, Word and PowerPoint as well as the Google suite of products
Demonstrated ability to coordinate and facilitate the completion of complex projects in a timely manner, including meeting strict deadlines
Familiarity working with organizational budgets
Strong interpersonal skills and experience building strong working relationships with team members at a variety of levels in an organization
Solutions oriented with the ability to shift priorities rapidly in a fast paced environment
Able to manage up and sideways
Self-starter with demonstrated ability to work both independently and within a team
Additional qualifications for the Executive Administration Manager include, but are not limited to:
Curiosity and an interest in continual learning
Excellent judgment, discretion, and diplomacy
A high level of energy and enthusiasm
Ability communicate effectively across cultural differences
Strong commitment to the organization's values on racial and social justice.
Commitment to environmental issues and principles of nonviolence central to Greenpeace’s mission.
Washington, DC, USA
Administration / Clerical