Reception and Operations Administrative Assistant

Council on Foreign Relations•Washington, DC

3d•$55,000 - $60,000•Onsite

About The Position

The Reception and Operations Administrative Assistant is a cross-functional support role, working as a key communication link with CFR staff, members, speakers, applicants, event managers, and visitors, and provides administrative support to the Chief Financial Officer and Finance team. In addition to traditional reception tasks, the Reception and Operations Administrative Assistant works under the direction of the Director of Council Operations and Deputy to the COO on administrative assistance for the Finance team as well as supporting administrative work for other teams as needed. This is a full-time position in CFR’s Washington D.C. office on site five days per week. This position will have regularly required overtime, including early mornings, evenings, and occasional weekends, to support departmental operations and scheduled events.

Requirements

High school diploma required
A minimum of 2 years' related administrative experience in a high profile and fast-paced organization
reception experience strongly preferred
Demonstrable success in customer facing roles, with a keen focus on providing a welcoming and customer-friendly environment
Excellent verbal and written communication and customer service skills
Effective problem-solving capabilities; ability to anticipate patterns and links and to look beyond the immediate problem to the wider implications.
Strong computer skills with Microsoft Word, Excel, PowerPoint and Outlook
Flexibility and positive, team-player attitude
Strong business writing and proofreading skills
Outstanding punctuality and attendance
Availability to work flexible hours, including some early mornings, evenings, and an occasional weekend.

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Serve as one of the principal first contact points at CFR’s DC office for all visitors and incoming phone calls, using discretion to screen incoming phone calls and requests from callers, including the media
Greet visitors, staff, members, and guests to CFR DC, supporting a welcoming yet highly professional atmosphere and providing excellent customer service to internal and external constituents
Assist the Senior Reception Services and Security Operations Manager with ongoing tasks such as scheduling staff headshots; distributing ID badges; maintaining a working knowledge of building occupancy levels; coordinating access for visiting staff(including booking workspace and ensuring badge information is current within the building access system), operating the visitor management system (Envoy) and familiarity with procedures and technology; and assisting with scheduling and tracking of various staff trainings or mandatory certification programs
Assisting as needed with day-of coordination of Council meetings, including checking in and handling special requests from meeting attendees, creating and posting the daily agenda, and working with facilities and events staff during the function
Provide scheduling and administrative task support to the Chief Financial Officer and Treasurer as well as other senior Finance Team members, including expense report submissions, document preparation, tracking tasks and deadlines, meeting coordination, and some travel booking
Provide administrative task support to the Chief Legal Officer, including invoice processing and expense reports
Provide general administrative assistance as assigned by the Director of Council Operations to teams across CFR
Perform any other duties or tasks as assigned or required