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Administrative Assistant – Washington, D.C.

The Administrative Assistant performs a wide range of administrative functions in a dynamic manner to support Coptic Orphans staff. He/she ensures that all office needs are met in a timely and proper fashion.  The Administrative Assistant must understand the organization well, know the details of day-to-day operations, and grasp the needs of the various departments and personnel.  He/she reports to the Director of Operations.  The incumbent performs various administrative functions and tasks on a daily, weekly, monthly, and annual basis, and meticulously ensures that all details are well-managed through follow up and effective communication. He/she oversees the administrative side of the work of volunteers, and communicates with vendors, contractors, and outside contacts, as well as all country offices of Coptic Orphans.    

Our strong commitment to excellence in service delivery means that we seek only the best people to carry out our mission. 
At Coptic Orphans, we are committed to a Child-Safe environment as the children's dignity, safety, and well-being are at the center of all we do. As such, all selected candidates will be required to submit to a criminal background check, or working with children check, as part of of their hiring process. Continued employment is contingent upon the check indicating clear records of any child-related violations. Check may be repeated as required by each country's laws and provisions. 
 
Essential Functions and Responsibilities:
 
  1. Provide administrative support to management and staff in the Coptic Orphans headquarters, carrying out various administrative and operational tasks and responsibilities, including research and selection of vendors and prices. Make travel arrangement and reservations and coordinate meetings and schedules as needed.  Assist with new employees’ set up, ensuring their access to the office, business cards, etc.
     
  2. Oversee office equipment and furniture acquisition and maintenance.  Report and deal with service disruptions, such as phone or printer outages, by following through to ensure that service is restored quickly.  
     
  3. Process procurement requests for office supplies, materials, equipment, services, and other office needs to facilitate smooth operation.  Manage inventory of office and kitchen supplies, including monitoring and replenishing supplies after researching to ensure best prices and value.  Research and request quotes for procurement for various areas as needed.
     
  4. Maintain and update FATS asset management database, coordinating with other offices to ensure system accuracy and asset security.  Manage small assets inventory of items such as jewelry and other non-cash donations, ensuring they are securely stored.
     
  5. Professionally and eloquently answer phone calls. Handle general inquiries and appropriately redirect other callers.  Ensure phone coverage at all times in coordination with other departments.  Receive and eloquently greet guests and visitors. Demonstrate Coptic Orphans' professionalism and passion at all times when speaking to visitors and callers in person or by phone.  Manage office events including reception of special guests and events to show employee appreciation.  
     
  6. Prepare outgoing mail; pick up and process incoming mail.  Coordinate shipping via most efficient and economical methods.  Follow up on printing, mailing, and postage jobs.  Monitor inventory of communications materials such as brochures, quick facts, and other promotional print materials.
     
  7. Maintain accurate and systematic filing system for all documents, with correlating soft index on the server for easy reference. 
     
  8. Maintain relationships with vendors and contacts; liaise with building management to serve as facilities manager.
     
  9. Organize office and maintain its appearance, including storage space, kitchen, and office in general.
     
  10. Carry out other administrative and related responsibilities as directed. 

 

Knowledge and Skills

  1. BA in business administration preferred.
     
  2. 3 years of professional experience, with at least 2 years of office management experience in a professional environment. Experience working with non-profits is highly regarded.
     
  3. Excellent command of English, written and spoken.  Knowledge of spoken Arabic is highly desirable.
     
  4. Strong interpersonal skills, ability to work effectively with all levels of staff and management within the organization, as well as external contacts.
     
  5. Demonstrated outstanding organizational skills and attention to detail; ability to prioritize duties and manage expectations in a constantly-changing, fast-paced environment.
     
  6. Able to work independently and problem-solve with minimal amount of direction while working well as part of a team.
     
  7. Able to maintain the highest levels of confidentiality, discretion, and integrity.

 

Supervisory Responsibilities

N/A

Fiscal Responsibilities (budgeting responsibilities, approval privileges on purchase orders and check requests, reporting and auditing functions)

Responsible for a small budget for office needs.

Extent of Public Contact (within and outside the organization):

Extensive contact with vendors and repair/servicemen; some contact with sponsors/donors.  

Physical Demands (walking, lifting, carrying, etc.)

Limited to typical office work environment; sitting, typing, walking and occasional lifting of boxes and luggage, in addition to driving for bank deposits, mail, shipping, etc. 

 
Working Conditions and Environment:
 

Typical office environment; may be required to run some errands and travel.  

 

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Be a part of an organization that has touched the lives of 45,000 children in Egypt over the past 25 years!

 

Coptic Orphans' Accomplishments by the Numbers:

-Impacted the lives of 45,000 children

-Ensured 100% enrollment of our participants in school

-Established a permanent presence in 675 villages throughout      Egypt

-Partnerships with 55 Coptic dioceses

-Over 450 currently active Church-based volunteer "Reps"

-300 annual life skills workshops organized for mothers and      children 

-250 widows have started their own business via our microcredit initiative

-90¢ of every dollar goes directly to field programs in  Egypt

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