Administrative Assistant

Overview

Administrative Assistant Jobs in Georgetown, TX at Enflite Inc

Overview

International news agency AFP is looking for a resourceful and dynamic Office and Administration Coordinator to offer administrative and logistical support to its staff in Washington, DC and across North America.

AFP North America employs around 150 staff in four offices and nine cities across the region, most of them journalists, but also administrative and finance, commercial, technical and HR professionals.

The Office and Administration Coordinator will work five days per week from the AFP office in Washington DC, reporting directly to the regional Head of Admin and Finance, who will be the immediate supervisor, but will also assist the Regional Director and his/her management team when required.

The job is a wide-ranging one, requiring rapid responsiveness, resourcefulness, creativity and flexibility to troubleshoot problems and ensure that AFP offices across the United States function as smoothly as possible on the administrative front.

As the news media business can be both exciting and unpredictable, this role would be perfect for someone who is highly flexible, resourceful, adept with technology and able to successfully perform multiple tasks at the same time, constantly prioritizing those that are the most important and urgent at the time.

The workday could consist of applying for White House, Congressional or event credentials for reporters, making travel reservations, helping keep admin spreadsheets up to date renewing AFP’s news subscriptions or working on supplier contracts.

Around 100 people work in the Washington DC office and 50 more staff across the region, meaning that there will be frequent requests for help with a wide range of tasks and duties, including but not limited to the following:

Responsibilities

I. Office Administration

· Be responsible for general office administration duties:

– Be the POC for building management, suppliers, for office cleaning/renovation and repair, including in emergency situations.

– Manage building facilities and parking access for staff and visitors

– Make appointments and secure access for visitors coming to the office

– Communicate with staff about workplace cleanliness and office administration (office maintenance/renovation schedule, updates from the building management office)

· Organize AFP’s corporate events and staff-relations activities such as annual dinner, Welcome/Farewell party, Christmas party, team building event, etc. by booking venue, planning and organizing catering, event set-up and clean-up.

· Help organize logistics for events in which AFP is participating (eg: Industry or related conferences, the White House Correspondents’ Dinner, any commercial or marketing events hosted by AFP, Foley Freedom Run, etc.)

· Perform reception duties, answer the office line in professional manner and handle enquiries, daily incoming/outgoing mail and courier shipments, meeting room bookings, documents distribution, and external document submissions (bank, government offices, etc…).

· Perform supply management tasks: maintain, take stock of kitchen supplies, office equipment and related supplies, general office supplies (stationary), emergency supplies; and proceed with purchase under the control of the Head of Finance and Administration.

· Make any external or internal appointments or reservations required by departmental directors

II. Accounting (AR and AP)

· Scan invoices to Accounting department

· Collect, record and deposit revenue: checks, credit cards and online deposits

· Assist accounting in collecting stringer contracts and tax documents

· Manage and reconcile American Express receipts and statements

· Make trips to government offices when necessary

III. Administrative duties

· Help reporters and news managers apply for, track, obtain and renew media and access credentials

· Manage and help renegotiate AFP’s news subscriptions and certain supplier contracts, in consultation with the Head of Admin and Finance or Regional Director

· Manage and troubleshoot travel issues and access to the Egencia portal (permanent and guest accounts)

· Manage main American Express account (help staff apply for new cards, close old accounts, etc.)

· Assist the payroll and HR managers with any necessary admin tasks when required

· Help fill in for the finance / payroll / HR managers when they are away

IV. Travel management

· Book transportation (air, train or bus tickets, rental cars etc. ) and accommodation (hotels, apartments, Airbnbs, etc.) for AFP visitors to the United States and for staff being sent on assignment within the country and overseas, ensuring that AFP always gets the best value for money possible on every reservation

· Issue Mission Orders through AFP’s internal system upon confirmation of employee’s professional assignment whether within or outside the country

· Book travel (through Mill Run Tours) and maintain a spreadsheet of annual tickets for staff

· Work with moving companies on moves for AFP staff or premises

· Help negotiate, organize and implement, under the direction of the Head of Administration and Finance, any travel and transport-related supplier contracts

· Provide assistance/information to staff when needed

V. Working on ad-hoc projects and reposts

· From time to time, assist with special projects or help the regional director or departmental heads to plan or organize events or manage projects. These might include AFP-hosted events or helping the editors-in-chief organize and submit entries for media prizes and competitions.

· Work with the regional director and his/her department heads on any projects they need assistance with or facilitate their work by taking administrative or organizational tasks to lighten their workload, when needed

Skills & Experience

· Minimum 3 years of experience in administration ideally in an international environment

· Computer literate: Microsoft Office

· Previous experience working in Excel and PowerPoint

· Meticulous and able to work under tight deadlines

· Responsible, reliable and efficient

· Knowledge of French language or interest in foreign languages is a plus

· Previous experience managing travel bookings and events is a plus

· Agile, resourceful and ability able to adapt in a fast-paced environment

· Excellent interpersonal and communication skills, ability to listen, sense of service

Job Type: Full-time

Pay: $3,950.00 – $4,620.82 per month

Ability to Commute:

Washington, DC 20005 (Required)

Work Location: In person

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Title: Administrative Assistant

Company: Enflite Inc

Location: Georgetown, TX