Senior Administrative Coordinator

Natural Resources Defense Council, Inc.•Washington, DC

2d•$65,000 - $72,000•Hybrid

About The Position

NRDC (the Natural Resources Defense Council) works to safeguard the Earth, its people, its plants and animals, and the natural systems on which all life depends. NRDC combines the power of more than 3 million members and online activists with the expertise of some 800 policy advocates, lawyers, scientists, and communication experts to confront the climate crisis, protect nature, ensure the rights of all people to clean air, clean water, and healthy communities. As an international nonprofit environmental organization, NRDC is working to address the world’s most urgent environmental challenges, and advance innovative, science-based, and enforceable solutions. Since our founding in 1970, NRDC has helped craft and deliver many of America’s foundational environmental laws, including the Clean Air Act, Clean Water Act and Safe Drinking Water Act. Today, we continue to lead in advancing and defending strong environmental protections at the local, state, federal and international levels, as well as through the marketplace. Our team works across the United States and around the world, from offices in Chicago, Denver, Los Angeles, New York City, San Francisco, and Washington, D.C., as well as in Beijing, London, and New Delhi (a subsidiary of NRDC India Pvt. Ltd.). Supported by our members and online activists, NRDC is driving impactful solutions that confront the climate crisis, defend nature and safeguard public health across Asia, Africa, and the Americas. At NRDC, we believe lasting change happens when people bring their talent, passion, and expertise together for a common purpose: to build a cleaner, healthier, and more resilient world. Learn more at nrdc.org NRDC is seeking a Senior Administrative Coordinator to work with our Action Fund team in our Washington D.C. office. POSITION SUMMARY The Senior Administrative Coordinator provides administrative and operations support for the Action Fund team in the External Affairs department. This role will have a direct reporting line to the Operations Manager and engage with the SP&O cohort across the institution for knowledge-sharing and identifying efficiency opportunities in administrative and operations areas. The position you are applying for is part of the bargaining unit represented by The Washington Baltimore News Guild (WBNG / The Newsguild-CWA Local 32035).

Requirements

High School Diploma or GED.
3-5 years of relevant work experience.
And/or equivalent education or experience.
Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse colleagues, leaders and partners.
Demonstrated ability to perform or quickly learn new tasks, systems, and technology and develop internal relationships with minimal oversight.
Anticipate needs, flag potential challenges and barriers to execution and proactively coordinate with colleagues to identify improvements. Ability to prioritize and efficiently execute multiple tasks, follow institutional procedures, and work independently with strong attention to detail.
Excellent written and verbal communication skills.
Strong problem-solving skills.
Excellent editing, research, and data synthesis skills.
Willingness and flexibility to work paid overtime, when needed.
Orientation towards working with a broad range of people on different projects.
Strict adherence to confidentiality requirements and discretion with sensitive information.
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), in addition to ability to learn accounting and finance systems, as well as relevant NRDC specific software and platforms.
Ability to travel to NRDC U.S. based offices, approximately 10% annually
Commitment to NRDC’s mission, values, and DEI principles

Responsibilities

Provide administrative and logistical support to assigned teams with minimal guidance, per NRDC’s administrative guidelines. This includes, but is not limited to:
Provide budgeting and accounting support, including processing invoices, preparing and maintaining contracts, preparing reports, and tracking budget spend-down.
Responsible for contract submission, including framework agreements, consulting agreements, honorarium, amendments, memorandums of agreement (MOAs) etc., and coordinating internal stakeholders to comply with institutional processes related to contract approval and vendor set-up with minimal oversight.
Engage with central operations departments (e.g., Finance & Accounting, Office of General Counsel, Workplace Strategies, IT, etc.) directly to complete administrative tasks and resolve issues.
Create and manage centralized electronic filing systems and databases related to contracts, invoices and other team files for the assigned team.
Identify inefficiencies and potential solutions to improve operations.
Provide administrative and logistical support to assigned team members, per NRDC’s administrative guidelines. This may include, but is not limited to:
Daily management of the team’s calendars and scheduling internal and external appointments and meetings.
Draft, edit, format, or proofread materials, correspondence, or reports.
Create and submit expense reports on behalf of assigned team members utilizing correct project and grant codes with minimal guidance; may be asked to book travel and plan associated logistics.
Schedule, organize, prepare for, and follow-up on assigned meetings, including planning logistics, preparing materials, taking notes, and sending out action items.
Work with the Action Fund and Board Relations team to prepare for and execute Action Fund board meetings, including scheduling prep and follow-up calls with team members, providing project management of assigned workflows and being on-site to assist with logistics.
Assist with event planning and management, which may require working with external parties, event scheduling, arranging catering, printing, materials preparation, and liaising with Workplace Strategy.
Provide support to ensure effective communication, collaboration, and information-sharing within the department and with external institutional partners.
Pro-actively capture key takeaways and action items, synthesize information and communicate information as needed to project teams to ensure alignment and clarity.
Build and sustain strong relationships with assigned team, department colleagues, as well as cross-institutionally and with external partners (as applicable).
Provide senior level administrative support to assigned teams or team members, including:
Coordinate with Operations Lead to deliver trainings, create training materials and serve as a resource for NRDC systems and processes through deep expertise with internal systems and policies.
Collaborate with SP&O and Operations Leads on special projects, and lead administrative support for project engagement and coordination with minimal guidance.
Lead administrative workstreams, including internal event and meeting planning tasks, and oversight of expense tracking for both project codes and grant codes and re-classification of expenses
Work with internal subject matter experts or points of contact to coordinate deliverables, materials, or document submission.
Demonstrate initiative in administrative workstreams by anticipating needs and flagging potential challenges, as well as coordinating with colleagues to suggest process improvements.
Propose solutions in response to barriers to administrative tasks, such as revised timelines, process changes, stakeholder engagement, clarifying communications, developing internal guidance or resources, trainings, etc.

Benefits

We offer competitive salaries, excellent benefits, and a supportive working environment.
Salary is based on a nonprofit scale and is commensurate with skills and experience.
Internal equity will be reviewed and considered to determine a final offer.

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