Senior Assistant

About the role

Major Function

The Senior Assistant is based out of our Washington, DC office and is responsible for a variety of standard and frequently complex administrative duties for the Blue Foods as well as Oceans Markets and Finance teams.

The Senior Assistant also supports accounting tasks and special projects to ensure the smooth functioning of department or program using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies.

Communicates on a daily basis with the department staff who work hybrid and remote schedules, staff from other departments, as well as external partners, such as donors and government agencies, to coordinate activities, and obtain and disseminate information

Key Responsibilities

• Document review and preparation - Regularly composes correspondence for self and others. Composes complex documents such as reports for others.   Ensures documents are correct and accurate.  May help prepare proposals and contracts.
• Financial accountability - Assists supervisor with developing preliminary data and background information for budget preparation process. Monitors expense reports against budget, seeking explanations for significant variations; forwards questionable items to supervisor. Reviews bills and invoices, and invoices and prepares check and/or wire requests. May compile and review financial reports submitted by others.
• Recordkeeping - Collects information and maintains logs, records or lists on a regular or ad-hoc basis using word processing, spreadsheet or database software. Reviews, validates and inputs data collected or provided by others. Identifies any problems with the data and coordinates with others to resolve problems as needed.
• Report preparation - Using information compiled in logs, records or lists, prepares reports for internal staff, as well as members, donors and government staff by preparing tables and charts, calculating statistics, interpreting data and assisting in writing results. May assist with compiling input for proposals and preparing for presentations.
• General office duties - Makes travel arrangements, coordinates mailings, production of documents, reports and other materials, and distribution of materials. May require extensive coordination with parties in the field or important members/donors.  Coordinates meetings/conferences, including coordinating catering and preparing materials.  Performs miscellaneous office duties including typing, filing, faxing, photocopying, collating and distributing materials, and sorting and distributing mail. May screen and prioritize mail for other staff. May assign work and coordinate projects performed by part-time and temporary staff; provides general orientation and training.
• Performs other duties as assigned.

Qualifications & Requirements

Key Competencies

• Attention to Detail: Detail-oriented and attentive to organizational systems.
• Communication: Strong written, verbal and presentation skills.
• Responsiveness: Demonstrating agility when managing multiple projects and shifting priorities based on organizational needs.
• Solution-Oriented: Collaborating with internal and external stakeholders to design and implement solutions fit for purpose.
• Resourcefulness: Using resources effectively and efficiently to address complex challenges.

Skills and Abilities

• A high school diploma plus or equivalent to 5 years of demonstrated and progressively responsible work experience in an administrative assistant or secretarial position is required.
• Demonstrated experience using ability to use word processing and spreadsheet software packages to create documents, reports and logs. Some knowledge of database packages preferred.
• Ability to type at least 40 words per minute (actual typing speed required may vary depending on the individual position requirements).
• Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
• Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
• Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
• Demonstrated ability to use Microsoft office suite; strong PowerPoint skills are a plus.
• Experience with calendaring and coordinating complex travel arrangements is desired

Additional Information

Please note: Applicants must be legally authorized to work in the U.S. This position is not eligible for employment visa sponsorship. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Relocation is not provided for this position.