Child Trends is seeking a Part Time Office Assistant on the administrative support team. This position will be based out of our North Carolina office and will report to the NC Office Director. The Office Assistant will be responsible for overseeing NC facilities, managing office equipment, assisting with travel arrangements and reimbursements, record keeping, database management, and other administrative tasks in support of research projects and in support of staff at the NC Child Trends office.
Provide administrative support to NC office:
Serving as point of contact with office building management and coordinating, as needed, with the corporate office for major office issues (e.g., ordering furniture, ensuring emergency planning).
Serving as point of contact with the NC office management company, with support from the Office Director; submitting service tickets and following up as needed to ensure successful resolution.
Providing routine maintenance (e.g., ordering and changing printer cartridges) and troubleshooting copier, fax, audiovisual equipment, and phone issues while working with vendors and/or IT to remedy issues and training staff to use the equipment (e.g., copier, postage meter). Maintaining supplies, sorting and distributing mail, assessing general office needs and problem-solving to meet the needs.
Coordinating with main office for removal of equipment and/or recycling and offsite storage programs as well as other facility-related issues
Ordering and maintaining supplies for office staff.
Answering the door and picking up/distributing mail to office members
Scheduling and organizing special events (e.g., office celebrations), ordering and picking up food for special events, and assisting with office visitors (e.g., finding space to work, welcoming them to office)
Other office management responsibilities and tasks as needed for the NC office.
Scheduling office team meetings and maintaining meeting notes.
Being proactive in identifying office needs and appropriately identifying strategies to address those needs.
Provide administrative support to projects:
Schedule meetings, webinars, workgroups, and conference calls and handle related logistics including space setup and travel.
Complete travel reimbursement and Purchase Order forms for staff travel.
Manage webinars and other video conference software; use and be able to assist in providing support as needed.
Create presentations and meeting materials as requested and help with basic research or data tabling tasks.
Assist in the preparation of proposals, reports, and other materials or correspondence.
Be proactive by anticipating the needs of senior management.
Ideal candidate will be a self-starter with excellent organization skills, attention to detail, communication skills and ability to handle multiple tasks simultaneously. Comfortable with technology and office equipment (e.g., copiers).
Bachelor’s degree with a minimum two (2) years administrative experience or office management preferred.
Advanced use of Microsoft Word, Excel, Outlook, and PowerPoint required.
Experience with webinar and project management software preferred.
Spanish language skills a plus but not required.
How to Apply:
Please follow the “apply” link to submit your application. When asked by the system to upload resume, please upload one document that includes your resume, cover letter, transcripts, a writing sample and contact information for three professional references. Materials must be combined into one document in order to be uploaded. If you have any difficulties with this process please email the requested materials to recruitment (at) childtrends.org and make sure to reference the position in the subject line. No phone calls please!
Child Trends, founded in 1979, is a nonprofit, nonpartisan research organization dedicated to improving the lives of children by conducting research and providing science-based information to improve the decisions, programs, and policies that affect children. With annual revenue of $19 million and 144 employees, our clients include federal, state and local government agencies, foundations, and service providers. Our headquarters is located in Bethesda, Maryland, with offices in Minneapolis and Chapel Hill, North Carolina. In 2016, we were recognized as a Great Place to Work and were 2nd in the list of 100 Best Workplaces for Women.
Child Trends is an Equal Opportunity and Affirmative Action Employer. Protected veterans and individuals with disability encouraged to apply.