- This is a dual role position of Office Manager and Executive Assistant.
- As Office Manager, responsibilities include managing all aspects of ICCT’s headquarters in Washington, DC.
- As Executive Assistant, responsibilities include supporting ICCT’s Executive Director from travel arrangements to scheduling to special projects to ad hoc research and data gathering.
Specific Immediate Responsibilities
- Responsible for the day-to-day operation of the Washington, DC office:
- Coordinate with Director of Finance and Operations and administration team in meeting planning, internal organization communications, personal computer set-up, new employee orientation, staff training, staff contact lists, office organization and on communication and roll-out of new organization policies and ensure DC office and staff compliance with ICCT policies and procedures
- Collect and distribute mail. Contact FedEx, UPS, DHL and other outside vendors for incoming/outgoing pickups and deliveries
- Coordinate with building management on safety, recycling, bike & vehicle parking, security cards and keys and other building programs
- Maintain a clean, productive and collegial office environment: maintain kitchen cleaning schedule, organize activities to promote office culture (birthday cards and lunches, wedding and baby showers)
- Meet and greet visitors and accept deliveries
- Work with IT consultants to manage IT services
- Support human resources activities such as hiring (post positions on web, sort resumes, maintain applicant database) and new hire orientation (coordinate orientation agenda with new hire’s supervisor and Director of Finance and Operations)
- Purchase needed supplies and services
- Assistant to ICCT Executive Director
- Provide regular support for the executive director ranging from clerical to logistics to planning to research to special projects.
- Make travel arrangements (flight, hotel, other transportation) and prepare detailed schedule of appointments and locations
- Maintain daily schedule (conference calls, meetings and appointments) and coordinate with contacts on logistics for these events
- Assemble and edit presentations
- Prepare expense reports / timesheets
- ICCT Event Coordinator
- Organize on- and offsite meetings, workshops, and other events in SF, DC and various locations including venue and catering coordination, participant travel and hotel, and oversight of meeting material production.
Potential Additional Responsibilities
- Accounting entries and reports in Quickbooks
- Contract administration
- Personal computer desktop support
- Website content management
Qualifications
- Bachelor's degree
- Ability to multi-task, prioritize and communicate effectively
- Strong attention to detail and highly organized
- Should have solid experience in Microsoft Word, Excel and PowerPoint
- Proficiency in English required, and fluency in another language desirable
- Non-profit experience a plus
- Office management, executive administration and event coordination experience preferred, but not required
Application
Please send a resume and cover letter (as attachments) summarizing your interests and qualifications to jobs@theicct.org. Use the position name “DC Office Manager” as your message’s subject heading. Candidates will be considered on a first come, first served basis and the position will remain open until filled. Do not contact our offices, we will contact directly candidates who are deemed qualified. Salary will be competitive and commensurate with experience and a generous benefits package.
The International Council on Clean Transportation is a nonprofit organization whose purpose is to dramatically reduce conventional pollutant and greenhouse gas emissions from transportation sector. The ICCT promotes best practices and comprehensive solutions to improve vehicle emissions and efficiency, increase fuel quality and sustainability of alternative fuels, reduce pollution from the in-use fleet, and curtail emissions from international goods movement. ICCT’s dynamic and diverse staff works from offices in Washington, DC, San Francisco, Berlin, Brussels, London and Beijing.