Administrative Assistant
Washington, DC, DC Finance and Operations
Job Type
Full-time
Description

The Administrative Assistant will play a critical role in managing the day-to-day effectiveness of Truman, including our operations, finance, and human resources functions. S/he will play a collaborative role in developing and implementing systems that increase the effectiveness and efficiency of our work and supporting our ability to grow and expand impact.


Key Responsibilities:

In addition to other duties that may be assigned in the future, the Administrative Assistant will have the

following responsibilities:

General Administrative Responsibilities (60%):

Book travel arrangements

  • Coordinate domestic and international flights, hotels and transportation;
  • Ensure company travel policy guidelines are met when arranging travel. Submit travel
  • authorization forms for approval;
  • Optimize best rates and cost savings activities.

Executing Development administrative tasks

  • Process 501(c3) acknowledgements and thank you notes via Salesforce

Bridging the revenue and expense workflows generated from the Development and Finance teams

  • Enter pledges for Development (Salesforce) and Finance (Quickbooks)

Office management

  • Answer and transfer phone calls, screening when necessary;
  • Manage WorkSpeed building requests;
  • Maintain office supplies and coordinates maintenance of office equipment;
  • Manage the Truman|CNP calendar.


Finance and Operations Responsibilities (40%) :

Executing finance administrative tasks

  • First point of contact for expenditure requests
  • Invoice allocation/accounts payable
  • Assist with monthly financial closeouts

Assist with financial reporting

  • Board book financials
  • Audit and 990 preparation

Manage digital subscriptions

  • User setup and management of software and resource tools

Prep onboarding packets for staff, interns, visiting and impact fellows

Requirements
  • Ability to stay highly organized and multitask in a dynamic environment, and to work quickly and accurately under pressure;
  • A track record for exercising sound judgment and forethought in the execution of projects and routine tasks;
  • Proficiency using Microsoft Word, Excel, and customer relationship management database ;
  • Capacity to track and systematize information;
  • Independence, good judgment, and diplomatic skills;
  • Professionalism and excellent interpersonal skills;
  • Excellent organizational skills and attention to detail;
  • High energy and a boundless work ethic;
  • Excellent oral and written communication skills.

Peferred:

  • Three to five years of experience in an administrative role;
  • Proficient using Canva, Salesforce and/or AirTable;
  • Interest in literature, human rights, and/or advocacy and in nonprofit organization management.

What we offer:

  • Base annual salary starts at $45,000, commensurate with experience.
  • Generous leave policies including 3 weeks of vacation accrued during the first year, plus 8 additional paid federal holidays, and one week paid holiday leave, and parental leave.
  • Health/dental benefits.
  • Guaranteed 401K 3% employer contribution after 3 months.
  • Flexible work environment.
  • Access to onsite gym.
  • A world-class community of Truman members across industries, geography, levels of seniority, origins, and identity, all committed to the same set of values.
  • An energetic, highly collaborative, and mission-driven team!