Program Assistant

Key Information

 

Location: Bethesda, MD

Position Type: Full-Time Position

Work Authorization: Applicants must have U.S. Work Authorization

 

Position Summary

The Program Assistant will be in charge of providing operational and administrative assistance to the program leader and program staff, performing various administrative, coordination and logistical services. The program assistant provides high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Education and Experience

• Bachelor’s degree required with 1-4 years of professional/office experience, including internships.

Skills and Competencies

• Ability to track and report data accurately and timely
• Ability to establish and maintain professional relationships with clients
• Strong written and verbal skills
• Ability to work across and communicate with all levels of management and staff
• Ability to prioritize work and meet deadlines
• Ability to handle multiple tasks under pressure
• Strong attention to detail
• Familiarity with scanning and general office equipment
• Language proficiency: Fluent in English
• Strong Microsoft Office skills (Word, Excel, Outlook, Power Point)

Job Responsibilities

• Provide support to the President, Vice President and other members of staff.
• Manage employee/contractor travel arrangements including: Booking flights, booking hotels, providing travel advances, and drafting Professional Service Agreements (PSAs).
• Assist with proposal writing, and help develop budgets for projects.
• Monitor/Track upcoming proposals (USAID, FBO, GovWin, GSAeBuy, UNGM).
• Draft and edit contracts, and support the editing of draft reports.
• Draft monthly project status reports.
• Website and social media management including: Writing and posting relevant news, stories regarding projects, and general website upkeep to ensure it is current.
• Schedule, manage, and monitor meetings and conference calls.
• Attend marketing and recruitment events.
• Pick up, sort, and distribute mail, and manage the company’s information and recruitment mail boxes.
• Coordinate with IT support including: IT issues and purchasing new equipment when needed.
• Maintain meeting and travel schedules, manage office supplies (including purchasing whatever is needed on a regular basis), maintain the office phone system, ensure printer supplies are maintained, printer maintenance, copying and scanning.
• Answer and transfer phones accordingly, greet visitors, prepare the conference room for meetings, and open and close the office.

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