Job Announcement: Administrative Coordinator
Truman Center, a 501(c)(3) nonprofit organization, trains our members and gives them a venue to generate practical approaches to the challenges and opportunities of today. Truman National Security Project, a 501(c)(4) nonprofit organization, helps shape the public debate, support rising leaders, and fight for concrete policies and ideas. Together, we are a nationwide community of members, forged in the aftermath of 9/11, fighting for America's promise on the battlefield, the campaign trail, and in the halls of government.
Truman Center and Truman National Security Project seek an Administrative Coordinator to perform a wide variety of administrative duties, including supporting the organization’s Membership Department. This position plays a crucial role in maintaining the successful functioning of the office and communicating issues with senior staff.
This position will report directly to the Managing Director of Finance and Administration.
General Administrative Duties:
- Support on-site logistics for internal events including member orientations, policy issues and special events;
- Support Membership team with member application and selections process;
- Organize and track invoices, bills, and reimbursements;
- Keep the office and overall organizational records organized;
- Ensure office supplies and systems are in working order.
Travel Coordination Duties:
- Responsible for travel arrangements for numerous departments. Coordinate domestic and international flights, hotels and transportation;
- Manage relationships with travel agency, airlines, car rental agencies and other travel service providers;
- Ensure company Travel Policy guidelines are met when arranging travel. Submit travel estimates outside of guidelines for approval;
- Optimize best rates and cost savings activities.
Event Coordination Duties:
- Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies, equipment and signage, and ensure appropriate décor to meet quality and Brand expectations;
- Conduct research, make site visits, and find resources to help staff make decisions about event possibilities;
- Create and revise room layouts for each event;
- Propose new ideas to improve the event planning and implementation process;
- Serve as liaison with vendors on event-related matters;
- Assist with managing on-site production and clean up for events as necessary;
- Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.;
- Close out all events as required;
- Other duties as assigned.
- Bachelor’s degree preferred; significant work experience can substitute for the degree;
- Excellent communication skills, including writing, proof reading skills, and speaking;
- Excellent organization skills and experience with project management;
- Excellent interpersonal skills both in person and by phone, with high professionalism;
- Fantastic customer service ethic and high expectations for quality;
- Familiarity with audio/visual equipment;
- Proficient using the Web to conduct research, as well as with the latest versions of Microsoft Word, Excel, PowerPoint, and web-based CRM. Experience with Salesforce a plus;
- Ability to work long hours, including nights and weekends, some travel required;
- Thrives working in a fast-paced, results-oriented environment, and ability to work independently;
- Commitment to the values, mission, and goals of Truman Center and Truman National Security Project;
- The position is located in Washington, D.C.
Salary is commensurate with experience. Benefits include health, dental, vision and 401K.
Truman Center and Truman National Security Project are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.
The Herbert Scoville Jr. Peace Fellowship pays a salary for college graduates to work with NGOs in Washington, DC, including the Truman National Security Project Educational Institute, on international peace and security issues for six to nine months. For further information, please visit www.scoville.org.