25 days old

Administrative Assistant, U.S Oceans, Southeast

Pew Charitable Trusts
Washington, DC 20001
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Washington, DC (901 E)

Administrative Assistant, U.S Oceans, Southeast (Hybrid)

The Environment Portfolio at The Pew Charitable Trusts

For more than 25 years, Pew has been a major force in engaging the public and policy makers about the causes, consequences, and solutions to some of the world's most pressing environmental challenges. Our environment work spans all seven continents with more than 250 professionals working at the local, national, and international levels to reduce the scope and severity of global environmental problems, such as the erosion of large natural ecosystems that contain a great part of the world's remaining biodiversity, and the destruction of the marine environment.

Pew has worked in the United States and Canada since 1990 to protect vast stretches of nature and in the 2000s expanded our land conservation efforts to Australia's Outback and Chilean Patagonia. Safeguarding these places offers an opportunity to conserve wildlife habitat, shorelines, and landscapes for current and future generations. Our work relies on the sciences of conservation, biology, and economics to advocate for practical and durable solutions to the loss of biodiversity.

In the sea, reforms to how our oceans are managed are essential to address overfishing, pollution, and loss of habitat. Pew began its oceans program in the United States, focusing on ending overfishing and protecting fragile marine habitat. Starting in 2005, Pew's ocean conservation program expanded around the world and played a significant role in reforming marine fisheries management in the European Union and on the high seas and creating marine reserves around the world. Our work is grounded in the best available science and pursues domestic and international conservation measures that are long-term and provide permanent, durable protections for marine ecosystems.

Position Overview
The administrative assistant is responsible for scheduling and coordinating virtual and in-office meetings, calendar management, travel planning, expense reimbursement and invoice management and maintaining databases. The administrative assistant may support several projects and will support their teams, and other colleagues, to ensure efficient communication, information sharing and effective use of systems for organizing, tracking, and meeting deadlines. The administrative assistant will participate in regular project meetings to develop a general understanding of Pew's environment work.

The administrative assistant reports to the associate manager, administrative support, environment and will be based in Pew's Washington, DC office, and is eligible for 60% telework.


General program and administrative functions
  • Develop and maintain a basic knowledge of the environment portfolio to understand and support the organization's work.
  • Provide administrative support to project leadership (and teams as needed) to include calendar management and meeting planning.
  • Handle key administrative functions for project team including proofreading and editing documents, coordinating, and preparing physical and electronic mailings, updating, and maintaining databases, scheduling, and preparing for virtual and in-office meetings, tracking meetings in Salesforce, copying and faxing.
  • Contribute to and participate in tasks and special projects as requested.

Meetings and convenings
  • Schedule virtual and in-office meetings, appointments, and conferences with internal and external attendees.
  • Work closely with the project leaders, and other project colleagues to provide logistical and operations support for internal, portfolio-wide events and convenings.
  • Work with project leaders and environment colleagues to prepare briefing materials for portfolio events.
  • Support events, including preparing name badges, collaborating with conference and events services, and coordinating meeting logistics.

Task tracking and calendar management
  • Work in close coordination with fellow team members to track tasks and deadlines; compile daily task list and schedule; support prioritization and flow of work.
  • Conduct proactive calendar management and support the smooth functioning of the project directors' schedule by ensuring that meetings begin and end punctually, and that calendars are arranged in order to maintain a balance between necessary meetings and time for the project director to complete work.

Travel and expense management
  • Prepare and submit expense reports, third-party reimbursements, invoices, and credit card coding reports. Track payments, as requested.
  • Handle travel arrangements, international and domestic for program activities and assist, as needed, with staff and third-party travel reservations and planning.

  • High school diploma is required, college degree is preferred.
  • Five years of administrative experience in a fast-paced, dynamic environment.
  • Strong oral communication skills, including a polished telephone manner and ability to take detailed and thorough messages.
  • Strong written communication skills including proofreading and editing skills.
  • Experience with meeting deadlines.
  • Sound judgment and discretion in handling confidential information, as well as ability to conduct oneself in a highly professional manner.
  • Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven environment. Self-directed to act and resolve issues.
  • Keen attention to detail. Monitors and double checks work and information for accuracy and quality
  • Skilled at coordinating meetings and travel arrangements.
  • Understanding organizational structure and work through administrative systems.
  • Maintains a customer service demeanor at all times.
  • Demonstrated proficiency in Office applications and electronic calendars (Windows, Microsoft Word, Teams, Excel, PowerPoint, and Outlook).

Occasional domestic travel may be required.

Total Rewards
We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.


Posted: 2022-07-18 Expires: 2022-08-19

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Administrative Assistant, U.S Oceans, Southeast

Pew Charitable Trusts
Washington, DC 20001

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