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Program Assistant
Oceans Program
With world attention focused on both the environment and the economy, Environmental Defense is where policymakers and business leaders turn for win-win solutions. This leading green group, founded in 1967 as the Environmental Defense Fund, has tripled in size over the past decade by focusing on strong science, uncommon partnerships and market-based approaches. You can be part of a vibrant workplace that welcomes diverse perspectives, talents and contributions, where innovation and a focus on results are a way of life. With programs from Boston to Beijing, Environmental Defense is the only environmental group to receive an A rating from Wired magazine.
Overall Function: Under general supervision, the Program Assistant will provide support and coordination to the New England Oceans Program Director and other members of our New England Oceans Program team. Typical responsibilities will include calendar management, coordinating meetings with remote staff, travel arrangements, processing financial information, creating powerpoint presentations, creating and maintaining document management systems as well as miscellaneous administrative functions. The incumbent will be responsible for coordinating the information flow between program members as well as tracking project deadlines, coordinating communication and workflow as appropriate.
Key Responsibilities include but not limited to:
- Schedule and organize meetings and conferences.
- Prepare, file and track expense reports.
- Develop and maintain project calendars for program projects and information requests to ensure program milestones and deadlines are met. Coordinates information gathering to respond to requests as appropriate.
- Organize and prioritize information and calls from internal and external callers.
- Answer phones; take messages or field/answer all routine and non-routine questions from internal and external contacts.
- Type and design general correspondence, memos, charts, tables, graphs, etc.
- Prepare PowerPoint presentations as assigned.
- Develop, maintain and update document management systems.
- Act as a liaison with other departments and outside organizations. Handle confidential and non-routine information and explain policies when necessary.
- Coordinate information requests from programs and/or departments to ensure requests are met according to deadlines.
- Work with program financial analyst and others in the overall program budget process and monthly expense forecasting.
- Help prepare foundation and/or major donor reports, budgets and other communications as needed.
- Prepare consulting contracts and purchase orders.
- Code invoices, acquire proper approval and submit to finance for payment processing.
- Prepare employee expense reimbursement requests and code credit card statements.
- Help maintain and/or add documents to an online library on an ongoing basis.
Qualifications include but are not limited to:
- Knowledge of secretarial and office administrative procedures as well as knowledge of use and operation of standard office equipment at a level generally acquired through 3+ years related experience.
- Knowledge of standard business software applications, specifically MS Office applications, including MS Word, Excel, PowerPoint, Outlook and Project.
- High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
- Experience managing multiple calendars.
- Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
- Ability to handle pressure and multi-task in a fast-paced environment driven by deadlines and changing schedules.
- Independent judgment is required to plan, prioritize, and organize diversified workload.
- Demonstrated interest or experience in environmental education or advocacy is preferred but not required.
- Work requires extensive business experience and an excellent command of the English language. Spanish language skills a plus, but not required.
- Provide occasional backup to receptionist and program assistants
- Other duties, as assigned.
Salary: Up to $35k depending upon experience
Interested applicants should submit your cover letter, resume and salary requirements to:
Cheryl Pickard
Human Resource Generalist
Environmental Defense
1875 Connecticut Avenue, NW
Washington, DC 20009
Fax: (202) 234-6049
Email: jobs@environmentaldefense.org
Environmental Defense is an equal opportunity employer. Women, minorities and the physically challenged are encouraged to apply.
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