Administrative Assistant, Integrated Facilities Management

Department Overview

The Workplace Services (WPS) Department manages Pew's integrated facilities management portfolio, a state-of-the-art Conference Center, event and the organizations enterprise-wide organizational continuity management program. The department consists of the following core functions:

Conference and Event Services (CES)
Integrated Facilities Management (IFM)
Organizational Continuity Management (OCM)

Position Overview

The administrative assistant, IFM is a member of the Integrated Facilities Management team. reporting to the director, IFM, and is responsible for supporting the director and managers of the Integrated Facilities Management (IFM) department, serving the DC and Philadelphia Offices in performing the duties essential to the sustained success of Pew and the department. This position is based in Pew's Washington, DC's office.

Responsibilities

• Manage all aspects of busy and changing calendars by coordinating virtual, in-person, and hybrid meetings.
• Analyze data using MS Excel and create reports using MS Word.
• Coordinate travel arrangements, appointment logistics, meeting spaces and catering needs using Concur, Outlook, and Resource Scheduler.
• Develop creative presentations with presenter's input using MS PowerPoint.
• Support Organizational Continuity Management using Business Continuity in the Cloud (BCIC)
• Prepare and process expense reports using People Soft.
• Welcome and direct visitors and guests to the department.
• Establish and maintain relationships with key WPS, Program, and Operations points of contact to facilitate the success of the department.
• Provide administrative support and contribute to and participate in tasks and special projects within Integrated Facilities Management, Conference and Event Services, Organizational Continuity Management, and across Pew, as needed.
• Coordinates with other administrative assistants within the department and across.
• Monitor intranet communications for any issue related to CES, IFM, and OCM.
• Maintain an efficient and cohesive work environment, ensuring the general office areas are clean, neat, and organized.
• Respond to office requests via varied communication methods.
• Assist the team with the planning and execution of internal meetings, ordering of catering, and other related duties as assigned.
• Coordinate with IFM to support office and building operations by submitting work orders (WorkSpeed) and facility requests (ServiceNow).
• Act as backup to other Administrative Assistants and Receptionists during their vacations and other absences including lunches and breaks.
• Facilitate professional and consistent communication with teams across the Institution.
• Conserve leader's time and resources by anticipating needs and acting as a gatekeeper.
• Research industry information, statistics, etc.
• Create and maintain organized meeting minutes.
• Support ad hoc duties as needed.

Requirements

• Generally, five years of administrative experience in a professional environment. High school diploma required; college degreepreferred.
• Proficient with Microsoft Office (OneDrive, Outlook, Word, Excel, PowerPoint, Teams, etc.)
• Experience planning travel, and proficient with expense reporting software, preferably PeopleSoft.
• Experience working in the Commercial Real Estate/Property industry with associated software like WorkSpeed and ServiceNow is a plus.
• Exceptional attention to detail, organizational and time management skills
• Works independently and take ownership of role and responsibilities, problem solve, ask questions, and identify issues.
• Exercise flexibility in the face of changing deadlines, travel plans and calendars. Expertly handle calendaring across internal and external parties.
• Maintain discretion and strict confidentiality, ethical, anticipate needs, and show a high level of initiative.
• Exceptional attention to detail & analysis skills with the ability to accurately prepare and proof materials and correspondence.
• Demonstrated solution-oriented problem-solving abilities.
• Demonstrated ability to work independently and collaboratively in teams on projects and across departments.
• Exceptional interpersonal skills and a proven ability to interact with, establish and maintain effective working relationship with people at all management and support levels.
• Excellent oral communication skills, specifically a polished telephone manner and ability to take detailed and thorough messages. Uses appropriate grammar in verbal and written form. High level of communicability. Ready to ask questions and to follow through with managers.
• Ability to type 50 words per minute, flexible and performs well under pressure.
• Able to successfully handle tasks under deadline with composure, patience and well-developed time management.
• Self-motivated, accurate, discerning and always exhibits strong judgement and professionalism.
• Prioritization skills and ability to balance varying degrees of projects simultaneously, including daily, weekly, and monthly tasks and complete all projects in a timely manner.
• Demonstrated ability to meet internal deadlines for long-term projects and understand differing degrees of urgency of tasks. Strong ability to assess and schedule own on-going, unsupervised work to meet deadlines. Self-disciplined and strong work ethic.

Travel

Minimum travel may be required to attend meetings, training sessions, seminars, and or conferences.

Salary Range

The salary range represents a reasonable estimate of the annual salary based on Pew's commitment to provide equitable and market-competitive pay. The actual salary offered will take into consideration many factors including but not limited to job-related knowledge, skills and experience, internal pay equity, and business need.

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.