Senior Administrative Coordinator

Natural Resources Defense Council, Inc.•Washington, DC

4d•$63,000 - $73,000•Hybrid

About The Position

NRDC is seeking a Senior Administrative Coordinator to work with the International Department’s Strategy, Planning, and Operations team in our Washington, DC office. The Sr. Administrative Coordinator provides budget, contracting, invoicing scheduling, expense reporting and travel/event-planning logistic support, among other administrative duties as part of the International Program’s Strategy, Planning, and Operations (SP&O) team. The person in this role will support the Managing Director of the Global Division and NRDC’s growing Africa Initiative team. The Sr. Administrative Coordinator must be self-motivated, organized, have excellent communication, problem-solving, and interpersonal skills, and have familiarity with working in international and cross-cultural environments. The individual in this role must be comfortable working in an independent, flexible, and efficient manner in a fast-paced work environment and be able to prioritize projects. This is a limited term 3 year position. 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.
Commitment to NRDC’s mission, values, and DEI principles
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.
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, including working cross-culturally and across time zones and geographies.
Strong problem-solving skills.
Excellent editing, research, and data synthesis skills, including proficiency with synthesizing and producing meeting minutes as necessary.
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), in addition to ability to learn accounting and finance systems, as well as relevant NRDC specific software and platforms.
Proficiency in digital tools to support international collaboration, information sharing, efficiency, and project management (e.g. Asana, Canva, Mail Merge, Sharepoint)
Ability to travel as needed to NRDC U.S. based offices with the possibility of occasional international travel.

Nice To Haves

Experience working with international partners and organizations is strongly desired.
Proficiency in written and spoken French to support occasional document review, translation/interpretation and coordination with external partners or vendors, is desired but not required.
Experience coordinating event logistics

Responsibilities

Serve as a critical member of the SP&O team by providing administrative and logistical support to assigned teams, per NRDC’s administrative guidelines.
Provide budgeting and accounting support, including processing invoices (including in foreign currencies), maintaining contracts and financial records from domestic and international vendors, preparing reports, and tracking spend.
Responsible for contract submission and facilitation of institutional processes related to contract approval and vendor set-up.
Manage centralized electronic filing systems and databases related to budget tracking, contracts, invoices and other team files for the assigned team.
Provide administrative and logistical support to assigned team members, per NRDC’s administrative guidelines.
Schedule calendar appointments and meetings
Draft, edit, format, or proofread materials, correspondence or reports.
Create and submit expense reports on behalf of assigned team members and provide instruction on proper coding and report submission to team members who do not receive individual support
May be asked to book travel and plan associated logistics – including for international travel.
Schedule, organize, prepare for, and follow-up on assigned meetings, including planning logistics, preparing materials, taking and synthesizing notes, and sending out action items.
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.
Lead logistics and administrative workstreams, including event and meeting planning, and oversight of expense tracking for both project codes and grant codes and re-classification of expenses. This potentially includes supporting international events or other convenings.
Work with internal subject matter experts or points of contact to coordinate deliverables, materials, or document submission