Administrative Coordinator Facilities and Events
About The Position
The Council on Foreign Relations (CFR) is seeking an Administrative Coordinator for the Facilities and Events departments. This position will report to the Assistant Director, Facilities Operations and will support other department directors and managers. The coordinator will be responsible for providing administrative and project related support including, but not limited to, tracking expenses and processing invoices, coordinating meetings and travel, and drafting memos. This is a full-time position in CFR’s Washington D.C. office on site five days per week. This position may require occasional overtime, including early mornings, evenings, or weekends, to support departmental operations and scheduled events.
Requirements
- At least 4 years related administrative, business and/or operations experience in a fast-paced organization
- High school or GED equivalent
- Excellent communication and customer service skills.
- Ability to exercise professionalism and discretion when working with staff and dealing with confidential information.
- Strong experience with Microsoft Word, Excel, and Outlook.
- Strong business writing and proofreading skills.
- Ability to work independently and efficiently in solving problems within a fast paced and deadline driven environment.
- Flexibility and positive team player attitude, including coordinating with remote team members.
- Outstanding punctuality and attendance.
- Availability and willingness to work flexible hours outside of normal business hours, including some early mornings, evenings, and an occasional weekend.
Nice To Haves
- Familiarity with RFP processes preferred.
Responsibilities
- Process, review, and track daily invoices and departmental expense reports.
- Maintain department contract database, ensuring documents are properly filed and accessible for audit or reference purposes.
- Allocate office supply and copy charges by reviewing usage reports, reconciling discrepancies, and maintaining accurate records for monthly reporting.
- Coordinate and track department and event related supply orders in accordance with company policies and budgets.
- Coordinate meetings, schedules, and travel for Facilities and Events department. This includes managing calendars, booking conference rooms, arranging travel accommodation, preparing agendas, and distributing meeting materials.
- Assist with reception coverage by greeting visitors and staff, answering and directing phone calls, and responding to routine inquiries in a professional and timely manner.
- Manage staff and contractor badge processes, including running, formatting and distributing weekly badge activity reports.
- Assist with writing, drafting, and editing memos related to departmental announcements, bid leveling and compliance reporting.
- Support departmental request for proposal (RFP) process, including preparing documentation, distributing materials to vendors, organizing submissions, tracking responses, and preparing bid leveling sheets for review and comparison.
- Perform any other duties or tasks as assigned or required.
Benefits
- In addition to competitive salaries, the Council on Foreign Relations offers a benefits package that is among the best offered by nonprofit institutions today, including an award-winning health and wellness program, an on-site fitness center, and generous leave policies and health insurance programs.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
11-50 employees
