About this role
Job purpose
Reporting directly to the Office Administrator, the Office Assistant supports the administrative functions of the DC office and may serve as the backup for DC office receptionist. This is a part time (10-15 hours a week), temporary position not to exceed past December 18th.
Position summary
The Office Assistant is responsible for general administrative services tasks within the DC national headquarters office environment. The Office Assistant works closely with the Office Administrator in ensuring that all necessary office administrative and clerical functions are supported to achieve a high level of productivity and internal customer satisfaction within AFT.
Duties and responsibilities
Reception & Communication
- Assure proper handling of reception services: Adding guests to the visitor log, greeting guests, answering phone calls, and managing incoming packages and mail.
- Direct phone calls and voicemails to the appropriate departments.
- Manage AFTs info@ email address – receiving emails and drafting and sending both internal and external email responses.
Office & Facilities Management
- Assign on-site employees to appropriate offices and desks.
- Ensure the DC office remains a clean and clutter-free office space.
- Oversee key FOBs and coordinate directly with building management, maintenance personnel, and service providers on facility matters.
- Oversee key FOBs and liaise with building management and service providers as needed.
Supplies & Kitchen
- Maintain office and kitchen supplies.
- Ensure the kitchen is clean and well-stocked.
Administrative Support
- Perform general office duties such as email management, preparing and processing forms, expense reports, and filing/retrieving corporate documents.
- Perform copies and scans as needed.
- Compose and create documents or spreadsheets as needed.
Employee Lifecycle Support
- Assist with onboarding administrative duties, such as issuing laptops to new employees.
- Facilitate laptop replacements and loaners.
- Assist with offboarding administrative duties, such as the return of laptops and other equipment.
Problem Solving & Teamwork
- Identify and resolve problems within established guidelines.
- Work effectively as a team member but also independently, taking the initiative and demonstrating a positive, customer service oriented, can-do spirit.
This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.
Qualifications
Qualifications
- Previous administrative support experience.
- Excellent administrative management, verbal and written communication, and organizational skills.
- A customer service focus
- Ability to multitask with a calm demeanor.
- Computer competencies in Microsoft Office 365 (SharePoint, OneDrive, and Teams in addition to Microsoft Outlook, Excel, Word, and PowerPoint).
- Knowledge of, or readiness to learn standard office procedures and practices including business correspondence, filing, and the operation of office equipment;
- Must be a team player and be customer service oriented to communicate effectively and professionally with visitors and AFT staff, and to aspire towards continuous improvement of and efficiency within AFT services and systems the coordinator works with.
- Organized, detail-oriented, and demonstrated commitment to high-quality professional work.
- Previous knowledge and/or willingness to become knowledgeable about the programs and activities of American Farmland Trust.
- Courteous, enthusiastic, and outgoing personality.
Education & Experience
- Must be either an undergraduate or graduate student to apply
- Some previous experience in a similar administrative position with a similar level of responsibility required.
Working conditions/Travel
- This job operates at AFTs DC office. This role routinely uses standard office equipment such as computers, and phones. It is not a remote work role.
- No travel is required for this position.
Direct reports
This position has no supervisory responsibilities.
Compensation
This position offers an hourly rate of:
- Undergraduate students: $20–$23/hour
- Graduate students: $23–$25/hour
- Hours: 10–15 hours per week
- Schedule: Flexible scheduling within the 10-15 hour weekly commitment; however, candidates should be able to maintain a fairly consistent schedule from week to week. Daily hours may vary.
Both undergraduate and graduate students are encouraged to apply.
Why you should apply
- Be a part of a purpose-driven, committed, knowledgeable, high-performing, experienced and fun team
- A diverse and inclusive work environment
- A cause and mission you can be proud of
Timeline
To be considered, applicants must submit a resume, a cover letter explaining why they are the right fit for both AFT and this role and complete all screener questions. Applications will be reviewed on a rolling basis and accepted until the position is filled. Please apply directly through AFTs Paycom Career Portal using this link: Office Assistant