Job description

COMPANY DESCRIPTION
Established in 1951, Amideast is an American nonprofit organization dedicated to creating hope, opportunity, and mutual understanding among people in the Middle East, North Africa, and United States through life-changing opportunities for education and cultural exchanges. Working with local, regional, and international partners, we provide programs and services that improve educational opportunity and quality, expand access to U.S. study, empower youth and women, strengthen local institutions, and develop language and professional skills for success in the global economy. Headquartered in Washington, D.C., Amideast operates offices in 11 countries in the MENA region. For more information, visit us at www.amideast.org.

POSITION DESCRIPTION
The Office Assistant works in a collaborative and proactive manner to support the needs of the Headquarters office in Washington, DC. They serve as the main point of contact with various administrative processes and facilities. Three important aspects of this position are interdepartmental cooperation, internal customer satisfaction (Amideast staff), and process improvement.

RESPONSIBILITIES

• Work with vendors to proactively maintain and stock standard office supplies needed for regular office operations
• Inspect and organize conference rooms, kitchen and pantry areas and straighten and clean when necessary and on schedule
• Assign, maintain and audit DataWatch security database
• Maintain and conduct specialized ordering and duplication of office keys and furniture keys, including replacement or repair of lock cores
• Inspect copier/printer/fax stations, supply room, shipping room, mail areas and all common areas
• Coordinate specialized cleaning or repair tasks with Building Management
• Coordinate and process weekly/bi-weekly outgoing packages for all field offices
• Assist incoming deliveries and mail and assist staff with preparation of outgoing packages as needed
• Process outgoing mail daily and take special items to Post Office
• Train new and existing staff in use of all office equipment and facilities
• Maintain supply of postage in Pitney Bowes mail machine
• Negotiate pricing with courier/shipping companies (UPS, DHL, and FedEx)
• Process department invoices
• Manage department online and hard copy filing system of invoices, statements, and credit notices from vendors
• Monitor budget and work with Director with completing yearly budget forecast
• Track and report credit card charges monthly and assign accurate project codes for approval by Director
• Respond promptly to requests for information from Director
• Assist with determining office space assignments, including assignments for new employees and reassignments for current employees and set up office space
• Update and review leasing database, including coordination of renewal notification for Country Directors
• Serve as backup liaison to property management to ensure office suite is safe, clean, and operational
• Serve as liaison to offsite shredding and storage vendors and retrieve stored documents as requested
• Coordinate onsite Board of Directors meetings 2-3 times per year as well as staff events as needed
• Serve as a floor warden for building emergency drills and activities
• Manage business card ordering process for new and existing employees
• Establish awareness of and support office safety, security, and emergency procedures
• Work with vendors and staff in a professional and enthusiastic manner
• Perform general clerical duties

QUALIFICATIONS AND SKILLS

• 2 or more years of experience working in a related position in a professional environment
• Customer service skills
• Fluency in English
• U.S. work authorization
• Ability to multitask
• Detail orientation
• Relationship management experience and ability to work under short-term deadlines

WORK ENVIRONMENT
The incumbent in this position will work in a professional office environment and will utilize the following equipment when working from the corporate office.

• Computer (laptop or desktop)
• Printer/Photocopier/Scanner/Fax
• Telephone

The physical demands and work environment that have been described is representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act or local law.

This position description is an overview of the major functions and requirements of this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; the Employee’s Manager may assign other duties as related or as otherwise deemed appropriate and necessary within the general scope, without the need for additional compensation.

Amideast is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Positions that involve interaction with children will be required to read, acknowledge, and comply with and attend special training in accordance with the Child Protection and Safeguarding policy. All Amideast representatives must comply with the Code of Conduct and all applicable organizational policies which include but are not limited to, Anti-Human Trafficking and Prevention of Sexual Exploitation and Abuse.

Job Type: Full-time

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