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Senior Administrative Coordinator

2 months ago

Washington, United States USRA Full time

Position Overview:


The skilled Senior Administrative Coordinator plays a crucial role in providing high-level administrative support and program assistance to multiple Vice Presidents and their respective teams within USRA.


Key Responsibilities:


This role involves a variety of administrative tasks that necessitate regular communication with various stakeholders through phone, in-person meetings, or email correspondence. Responsibilities include:

  • Reception duties and managing schedules for meetings and events.
  • Arranging appointments and drafting correspondence while responding to inquiries.
  • Maintaining organized files and preparing expense reports.
  • Processing purchase requisitions and invoices, as well as ordering supplies.
  • Coordinating travel arrangements and preparing necessary documentation for both domestic and international trips.
  • Providing backup support for other administrative staff, including general reception duties.

Additionally, the role includes direct support for various programs and institutes.


Project Support Duties:


Responsibilities in this area include:

  • Data entry into databases, websites, and Excel spreadsheets.
  • Auditing and analyzing data, generating reports, and conducting internet research.
  • Drafting and refining documents and presentations.
  • Preparing materials for meetings and taking minutes.
  • Organizing events and managing logistics for assigned activities in line with established policies.

This position also requires planning and attending leadership and board meetings.


Qualifications:

Education:
A high school diploma is mandatory; additional college education is highly preferred.

Experience:


Minimum of 6 years of relevant experience in administrative roles, ideally supporting executives in non-profit or government contracting environments. Proven experience in organizing and facilitating senior-level meetings is essential.


Citizenship:
Must be a U.S. Citizen.

Skills and Competencies:
Exceptional organizational abilities with a demonstrated capacity to prioritize and manage multiple complex tasks simultaneously. The ideal candidate will exhibit:
  • Proactive task completion and sound judgment.
  • Strong communication and interpersonal skills for effective interactions.
  • Ability to handle sensitive business communications with confidentiality.
  • Proficiency in Microsoft Teams, SharePoint, and MS Office Suite, including Excel, Outlook, and Word.
  • Strong analytical skills for managing moderately complex assignments.
  • A commitment to ongoing professional development.

Work Environment:
This position is based in a professional office setting, requiring the incumbent to maintain a professional demeanor at all times. The role primarily involves sedentary tasks utilizing standard office equipment.

Telecommuting:

This is a hybrid role, requiring three days in the office and additional work as needed.


Travel Requirements:
Occasional travel to program sites may be necessary, expected to be less than 15%.
USRA is an Equal Opportunity Employer, welcoming applications from all qualified individuals.