Office Assistant for Green Media Toolshed (GMT)

Location: Washington, DC

Description

The Office Assistant is a full time, entry level position that’s perfect for someone looking to learn about traditional and new media while supporting a dynamic nonprofit team.  The Office Assistant is responsible for the administrative day-to-day activities of a nonprofit organization with a growing staff.  Responsibilities include maintaining the office in an efficient and professional manner and assisting the Chief Operating Officer with financial, clerical and administrative tasks. The Office Assistant will also work with nonprofit clients to provide quality customer support and training for the tools offered through GMT’s services. The Office Assistant will be punctual, detail oriented, have superior interpersonal and professional communication skills, and possess superior time management skills. The Office Assistant will also be flexible and proactive. 

Duties and Responsibilities

The role of the Office Assistant will work in three main areas – Office Administration, Financial Support, and Program Support:

1. Office Administration

• Provide administrative assistance to Chief Operating Officer.
• Manage office procedures and systems. Create and implement new office management processes as needed.
• Order office supplies and furniture (track inventory and anticipate needs).
• Serve as staff liaison with building manager, consultants and vendors.
• Communicate with Board members and coordinate semi-annual Board meetings.
• Create and manage files and documents for staff administration (staff lists, events, shared process guides).
• Communicate with staff about meetings, office closings and announcements.
• Manage incoming and outgoing mail, packages and faxes.
• Plan and coordinate employee morale activities and programs.
• Specific projects and other duties as assigned.

2. Financial Support

• Assist bookkeeper with processing bills, checks and credit card statement. Prepare packet for bookkeeper before each visit.
• Collect and review expense reimbursements for GMT staff; complete expense reports for President.
• Serve as financial contact with consultants, vendors and service providers.
• Manage, distribute and reconcile petty cash.
• Collect information to coordinate client invoicing.
• Prepare monthly invoice reports; follow up with clients about outstanding balances.
• Manage filing system for financial records, including all contracts and payments.
• Execute paperwork for contracts and grants as needed.
• Additional financial support as needed.

3. Program Support

• Provide technical support and trainings to clients.
• Complete user administration for clients. Update client contact information as needed.
• Generate web and social media content to promote membership program.
• Research media trends, new media tools, and other services as needed.
• Generate and analyze system reports to increase membership program’s value and support efficiency.
• Gather client feedback using Survey Monkey and Google Forms.
• Perform database maintenance of GMT records and Media Database information.
• Provide support as needed to the Membership Coordinator.
• Contribute to project research as needed for all of GMT’s programs.

MINIMUM REQUIREMENTS 

A successful Office Assistant will handle the job responsibilities listed above in a busy environment while meeting multiple deadlines. The Office Assistant should also be professional and articulate, friendly, detail oriented, have a high energy level, and possess excellent organization and time management skills.  The capacity to identify and resolve recurring problems, establish priorities, and proceed with objectives with little supervision is required.  The Office Assistant will also need to prove their ability to work in a team setting. 

SOFTWARE SKILLS

• Proficient in MS Word, Excel, and PowerPoint. 
• Competent Internet research skills.  
• Previous experience with Vocus or other media database applications is a plus but not required.
• Previous experience with CRM software such as Salesforce and Goldmine is a plus.
• Experience with social media, either in a personal or professional capacity, is also a plus.

EXPERIENCE

• Undergraduate degree.
• Office administrative experience.
• Help desk or technical support experience.
• Combination of education and experience.
• Teamwork experience.

Compensation

This is a junior level position with a salary in the mid-30s.  Compensation includes an excellent benefits package with medical, prescription and dental coverage; contribution to a 401k plan after 1 year of employment; and two weeks (10 days) of vacation plus 14-15 paid holidays. 

How to Apply

Send cover letter, resume and 3 professional references to oaresumes@greenmediatoolshed.org. We do not accept recruiting service solicitations.  Also, no phone calls please. Green Media Toolshed is an equal opportunity employer.

Organization Background

Green Media Toolshed is a nonprofit organization. Our mission is to provide media-related tools, training, and information to the network of our members and clients so that they can more effectively project their messages to the public and decision-makers.