Administrative Assistant, 8-Month Contract - Greenpeace USA

ABOUT GREENPEACE

Greenpeace USA is an independent campaigning organization that uses peaceful protest, creative communication and people power to expose global environmental problems and promote solutions that are essential to a green and peaceful future. For more than fifty years, Greenpeace USA has fought to save the planet from the threats of climate change, destruction of ancient forests, deterioration of our oceans, and nuclear disaster.  As an independent campaigning organization, Greenpeace does not accept funds from any corporations or government entities. The global Greenpeace network is headquartered in the Netherlands, with affiliate organizations around the world in over fifty countries. Greenpeace US is headquartered in Washington, DC, with a warehouse in Oakland.

POSITION SUMMARY

The Administrative Assistant position offers a distinctive opportunity for an enthusiastic individual to contribute to the movement combating climate change. Reporting to the National Campaigns Director this role is primarily responsible for overseeing the administrative, communication, and budgetary requirements of the National Campaigns Director. This role will also have some administrative duties, assigned as needed, related to the needs of the Chief Program Officer. In that capacity, this role will work closely with the CPO's executive assistant.  

To excel in this role, candidates should possess strong self-motivation, meticulous attention to detail, forward-thinking capabilities, financial acumen, and the ability to work autonomously. While the tasks outlined below provide a framework for the position, it is essential to acknowledge the dynamic and adaptable nature of the role. The focus of this position is subject to change in response to departmental needs, evolving program strategies, and other organizational dynamics. Consequently, one or more of the tasks outlined may, at any given time, become the primary focus of this position for an extended duration.

The Administrative Assistant, 8-month contract (with the possibility of extension) role is a full-time, exempt, benefits-eligible, hybrid position and is located in any Greenpeace-approved locations: (CA, NY Metro area and DC Metro area). This position will report to the National Campaigns Director. Please note this role may require limited travel and occasional work outside of normal business hours.

ROLE RESPONSIBILITIES

Administrative Support, Logistics and Communication (60%):

• Calendar management that aligns with National Campaigns Director and Chief Program Officer priorities and takes into account forward looking plans. Includes having all materials prepared a day in advance of meetings, juggling urgency and priority when scheduling or moving meetings, and ensuring effective follow up after meetings. 
• Provide real time support as needed while National Campaigns Director or Chief Program Officer is traveling, in meetings, or for time sensitive updates and communications
• Follow administrative procedures such as reconciling expenses, paying contractors, paying vendors, and managing accounts for National Campaigns Director and Chief Program Officer
• Maintain up-to-date information on/for projects assigned by the , National Campaigns Director, and Chief Program Officer through databases and Google Suite
• Assume organizational work, logistical planning, and note-taking duties as needed
• Collaborate with operations teams in Development and Administration to provide organizational support and share organizational knowledge
• Complete additional tasks as assigned by the National Campaigns Director and Chief Program Officer
• Assist the National Campaign Director and Chief Program Officer in completing administrative tasks, including expense reports, signing letters, etc
• Responsible for scheduling project team meetings and scheduling meetings for the National Campaigns Director and Chief Program Officer
• Maintain databases so that documentation, Google groups, Google calendars, Slack channels, Asana teams and projects are up-to-date and accessible to relevant staff

Project Coordination (40%):

• Participate in all  project team meetings, as assigned  Maintain all project documentation up-to-date and complete various administrative tasks, including target research, fieldwork, and creating team charters.
• Update and clarify operational processes to the Senior Project Manager, National Campaigns Director, and Chief Program Officer.
• Assist project leaders and campaign directors through financial processes such as tracking project finances, grants compliance, expense tracking, vendor payments and inter-office financial transfers.
• Serve as the point of contact and project finance controller for projects as assigned by the National Campaigns Director and Chief Program Officer
• Support Program Staff education on financial procedures, according to their roles
• Coordinate logistics for assigned project teams ,  National Campaigns Director and Chief Program officer,  across different time zones
• Fulfill other tasks as assigned by the National Campaigns Director and Chief Program Officer

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Other duties and responsibilities may be assigned as organizational or team priorities arise and/or shift.

 ROLE REQUIREMENTS

Knowledge and Experience:

• Experience in social change or related organizations preferred
• Minimum 2 years of experience in:
• Managing projects
• Task managing peers and managers
• Managing project budgets, financial systems, and invoicing and tracking systems
• Facilitating trainings and meetings
• Experience developing, evaluating, and maintaining systems, protocols, and procedures
• Proficiency in Google Suite and demonstrated ability to learn new technology, systems and applications quickly

Skills/Attributes/Competencies:

• • Ability to juggle multiple tasks at once, prioritizing and problem solving as needed
  • Previous experience assisting a high level executive, ideally in a fast paced environment
  • Highly organized, able to plan, prioritize and multitask; strong ability to anticipate needs
  • Impeccable administrative skills: drafting correspondence, managing email, scheduling, record keeping, etc.
  • Models emotional awareness, self-disclosure, discretion and integrity with ability to keep specific information confidential
  • Strong writing skills that allow for drafting of materials tailored to a wide range of audiences
  • Strong interpersonal skills, able to interact with all levels within the organization with professionalism and integrity
  • Ability to work independently and in teams successfully
  • Ability to manage across and up in a way that is respectful to the limits of their position as a task-manager
  • A communication style that is organized, proactive, with consistent follow up and an orientation towards ensuring that others have the information they need to feel informed and succeed
  • Strong critical thinking and motivation to analyze situations, understand crucial next steps, and solve problems
  • Proficiency with Google Suite, Microsoft Excel, Word and PowerPoint, efficient computer literacy

If you are passionate about helping activists succeed in our fight against climate change and are passionate about cultivating a just and equitable work culture, please submit an application on our careers page. Applications will be reviewed on a rolling basis and will conclude once we have found the candidate who best meets the qualifications.

Greenpeace is an Equal Opportunity Employer and does not discriminate on the basis of race, color, class, sex, gender, sexual orientation, disability, family/marital status, religion or other protected classes. We strongly encourage applications from underrepresented communities. If you require assistance applying to this opportunity, please contact: usa-resumes@greenpeace.org.

COMPENSATION:

Greenpeace offers a competitive benefits package including medical, dental and vision coverage with low contributions from staff. We have options for pre-tax flexible spending accounts for medical and dependent care costs. Greenpeace employees enjoy generous 401K matching and time-off for vacation, sick, personal, and parental leave. After five years, staff are eligible for a paid sabbatical. To encourage public transportation use and biking, we offer subsidies for staff who choose to bike or ride mass transit to work. Greenpeace is committed to the growth and development of staff and fostering a creative workplace culture. For more information, check out our benefits plan. 

This role is graded at a level 2 and a salary within the range of $63,410 - $68,632 is anticipated to be provided to the successful candidate having met the minimum requirements for the position consistent with reflecting our commitment to maintaining competitive and fair compensation practices. 

Only applicants eligible to work and live in the United States without any legal restrictions need apply for this opportunity.