IMPAQ International, LLC

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Administrative Assistant

Administrative Assistant

Job Location 
US-MD-Columbia
US-DC
ID 
1917

More information about this job

Overview

IMPAQ International, a growing and dynamic social science research firm, provides high-quality research and impact evaluation services, policy analysis, survey research, technology solutions, organizational development, technical assistance and consulting services to U.S. and international government agencies, foundations, and the private sector.  IMPAQ’s mission is to bring together exceptional people to develop innovative and rigorous approaches to evaluate the real-world impact of social policies and programs. IMPAQ offers five locations: our Corporate Headquarters in Columbia, Maryland, rated one of America’s Best Small Cities; Downtown Washington, D.C., Boston, Massachusetts, a Bay Area office in Oakland, California and Seattle, Washington. IMPAQ has a diverse and collegial work environment.

Responsibilities

IMPAQ is seeking a full-time experienced Administrative Assistant to provide technical, secretarial, administrative and related office support to staff within the research and administrative divisions of the company. The position working knowledge in the Microsoft Office Suite, and working knowledge of office procedures, standard office equipment, production protocols, document processing, procurement, and supplies and facilities management. Additional experience with video conferencing setup, meeting/event planning, and general operations desired. The candidate must have customer service expertise, excellent organizational skills, demonstrate ability to multi-task and prioritize work, function independently or with a team, and be able to interact successfully with staff and clients.

 

Office Support: Support staff administrative requests ; provide Human Capital assistance as needed, e.g. greeting candidates for interviews, recruiting efforts; maintain Conference Rooms; be proficient using a variety of office equipment; maintain neat/clean appearance of entire office, including kitchens, printer stations, stock rooms, storage closets, etc.

 

Front Desk: Share coverage of main desk, cross fill vacancy when other team members are out of or away from the office; answer the main telephone line; retrieve/distribute main line voicemail messages; greet and assist visitors to the office.

Mail/Deliveries: Distribute mail/deliveries, arrange mailings (FedEx, USPS), and prepare and ship materials to conferences/meetings.

Office Supplies: Assess need for supplies and maintain inventory (office/kitchens/printer); orders supplies; stock office supplies and printer stations; stock, maintain, straighten kitchens; assist with clean-up of terminated employee work areas and set up work areas for new hires.

Meeting Preparation and Arrangements: Use MS Office (Outlook) to reserve conference rooms and schedule video conferences for meetings; send out meeting invites to staff; coordinate IT equipment and support needed for meetings, including video conferences; order/pickup/setup lunches/refreshments required at meetings/events; clean up conference room/kitchen after meetings; assist with preparation for conferences.

Office Equipment: Check office equipment to confirm that equipment is in good working order; inform Admin/IT in case repairs need to be scheduled; service and maintain kitchen equipment.

Printing and Production: Support production needs (e.g. printing reports, proposals, papers, presentations, fax, scan documents, etc.); compile and print marketing/conference materials; may be asked to edit and format project/proposal documents using IMPAQ style-guide templates.

Research Support: Demonstrated skill with Microsoft Suite may enable assignment of billable work in support of projects or proposals.

Qualifications

Education, Knowledge and Experience

  • Associate’s Degree or Bachelor’s Degree a plus
  • Three to five years of related job experience required
  • Prior experience supporting management/executive staff
  • Prior experience working in a research firm environment a plus
  • Prior experience as a team leader a plus
  • Proficiency with Microsoft Word, Excel, Outlook and PowerPoint required
  • Proficiency in SharePoint and Visio a plus

Skills

  • Excellent interpersonal skills
  • Outstanding telephone skills
  • Ability to communicate effectively with all IMPAQ staff, clients, visitors, and vendors
  • Excellent written and verbal communication skills
  • Ability to prioritize tasks and meet expected deadlines
  • Ability to take initiative, work independently and in a team setting in fast paced environment
  • Attention to detail
  • Critical thinking and problem solving skills
  • Exceptional organizational skills

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