Administrative Specialist

Administrative Specialist
Job Location: US-Remote
Job ID: 12914
Job Location: United States
Category: Administrative

Overview
Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as an Administrative Specialist and make a difference, improving the quality of life for individuals and communities in low- and middle-income countries. Currently, our International Development Division (IDD) is seeking an Administrative Specialist to provide overall administrative support to the Division and its Senior Vice President (SVP). AIR’s IDD work spans the globe with projects in Africa, Asia, the Caribbean, Europe, Central and Latin America, and the Middle East. Our IDD team is committed and engaged because we drive positive change in the following areas:

• Agriculture, food, and nutrition
• Early childhood development and education
• Refugees and migration
• Social protection
• Water, sanitation, and infrastructure
• Women’s empowerment
• Workforce development

Candidates hired for the position may work remotely within the United States (U.S.) or from one of our U.S. office locations. This does not include U.S. territories.

About AIR:
Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences. We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR’s Diversity, Equity, and Inclusion Strategy and hear from our staff by clicking here.

Responsibilities

• The ideal candidate will be able to function independently, be skilled in project management, possess exemplary time management skills, identify and anticipate needs, and apply creative problem-solving skills to administrative challenges.The responsibilities for the position include:
• Develops, implements, and utilizes planning, scheduling and tracking systems, processes and procedures to provide effective administrative support services for the IDD and its SVP.
• Exercises appropriate judgment in referring parties/inquiries to the SVP or other departments; maintains contacts via email; advises on actions necessary; coordinates travel plans as needed for the division.
• Manages distribution lists and ensures accuracy for communication to the entire Division.
• Support IDD projects, budgets, and schedules.
• Support SVP with Board of Director meeting preparation and external events.
• Maintains and ensures confidentiality of all written and verbal communications initiated by SVP.
• Responds to requests from other staff and solves problems independently as appropriate.
• Gains familiarity with IDD projects and activities in order to answer questions and refer questions to appropriate staff.
• Utilize knowledge of, and advocate compliance with, corporate policies when interacting with staff.
• Coordinates all activities relating to conferences, meetings, engagements, and staff well-being events, as requested by the SVP. This includes reserving conference room for virtual meetings, check if interpretation needs are met, inviting attendees, drafting agenda, taking and distributing minutes and tracking follow-up items from meetings.
• Assists IDD in developing presentations and/or reports through creation of PowerPoint slides and Excel tables.
• Updates and maintains content for the IDD Intranet web site.
• Oversees travel arrangements for guests and assists with coordinating arrivals and departure of staff.
• Maintains corporate purchasing card, prepare and submit expense reports, and reconciles bills.
• Coordinates appropriate subscriptions to journals, online and other related publications.
• Other related tasks and projects as they arise.

Qualifications
Education, Knowledge, and Experience:

• High School Diploma with a minimum of 5 years of administrative experience or bachelor’s degree with a minimum of 4 years of administrative experience.
• Experience providing administrative support to senior level staff is preferred but not required.

Skills:

• Ability to perform duties in an independent and effective manner while demonstrating initiative and resourcefulness in a fast-paced environment.
• Ability to work collaboratively with teams across multicultural contexts.
• Ability to deal in confidence with sensitive proprietary information.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Teams, Zoom, among other web platforms.
• Ability to handle multiple priorities and ensure timely follow-up.
• Superior communication skills and ability to effectively work with and respond to inquiries from internal staff members at all levels as well as external partners.
• Excellent organizational skills to manage multiple activities with tact and diplomacy.
• Excellent communication skills with the ability to work efficiently in a virtual work environment.

Disclosures:
Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR’s Total Rewards Program, is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers an anticipated pay rate of $26.00 – $33.00 per hour. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the hourly range for candidates that are based in the United States.

AIR maintains a drug-free work environment.

Please note, each section of the application is required in order for you to be considered for this opportunity. If you do not complete the required screening questions, or if you close your browser before completing each section of the application, your application will not be submitted for this position.
American Institutes for Research is an equal employment opportunity/affirmative action employer committed to excellence through diversity. Minorities, women, individuals with disabilities and veterans are encouraged to apply.

American Institutes for Research’s commitment to Diversity goes beyond legal compliance to its full integration in our strategy, operations and work environment. Diversity is valued and Inclusion is reflected in all efforts to recruit, develop, and engage the diverse staff needed to accomplish our mission.