Pew Charitable Trust

The Government Performance Portfolio

Pew’s government performance work identifies and advances effective approaches to help solve complex challenges at all levels of government in the United States. 

The portfolio’s work can be traced back to our founders’ early efforts to improve the lives of Americans by supporting efforts that promoted health, civic engagement, and democratic ideals. Today, we conduct research on emerging topics, develop data-driven reports, and highlight innovative, non-partisan approaches in addressing complex problems at the federal, state, and local levels as well as the interplay that can occur between jurisdictions. Current initiatives focus on health, fiscal and economic policy, and safety and justice, and take into account significant trends such as evolving technologies, and the increasing racial and ethnic diversity in the United States population. 

Our teams explore and advance effective, evidence-based policies using credible, timely, and accessible research, assessing public support for change, identifying approaches that have proved successful elsewhere, and bringing together diverse perspectives to find common ground. We work in collaboration with organizations that share our commitment to rigorous research, measurable results, and public service, and we focus on developing durable policy change. In addition, our teams use strategic outreach and dissemination to ensure that good information is widely communicated to decision-makers, media, influential stakeholders, and the public. 

Position Overview

The administrative assistant is responsible for scheduling and coordinating virtual and in-office meetings, calendar management, travel planning, expense reimbursement and invoice management and maintaining databases. The administrative assistant may support several projects and will support their teams, and other colleagues, to ensure efficient communication, information sharing and effective use of systems for organizing, tracking, and meeting deadlines. The administrative assistant will participate in regular project meetings to develop a general understanding of Pew’s government performance work.

This position is based in Pew’s Washington, DC, office and will participate in Pew’s core in-office days on Tuesdays and Wednesdays, with the flexibility to work from home the remainder of each week.

Candidates must be legally authorized to work in the country for which they are seeking employment without visa sponsorship.

Responsibilities

General program and administrative functions 

• Develop and maintain a basic knowledge of the government performance portfolio in order to understand and support the organization’s work.
• Provide administrative support to project leadership (and teams as needed) to include calendar management and meeting planning.
• Handle key administrative functions for project team including proofreading and editing documents, coordinating and preparing physical and electronic mailings, updating and maintaining databases, scheduling and preparing for virtual and in-office meetings, and tracking meetings in Salesforce.
• Contribute to and participate in tasks and special projects as requested.

Meetings and convenings

• Schedule virtual and in-office meetings, appointments, and conferences with internal and external attendees.
• Work closely with the project leaders, and other project colleagues to provide logistical and operations support for internal, portfolio-wide events and convenings.
• Work with project leaders and government performance colleagues to prepare briefing materials for portfolio events.
• Support events, including preparing name badges, collaborating with conference and events services, and coordinating meeting logistics.

Task tracking and calendar management

• Work in close coordination with fellow team members to track tasks and deadlines; compile daily task list and schedule; support prioritization and flow of work.
• Conduct proactive calendar management and support the smooth functioning of the project directors’ schedule by ensuring that meetings begin and end punctually, and that calendars are arranged in order to maintain a balance between necessary meetings and time for the project director to complete work.

Travel and expense management

• Prepare and submit expense reports, third-party reimbursements, invoices, and credit card coding reports. Track payments, as requested.
• Handle travel arrangements for program activities and assist, as needed, with staff and third-party travel reservations and planning.

Requirements

• Generally requires 5 years of experience; high school diploma or equivalent experience.
• Effective oral communication skills, including a polished telephone manner and comfort taking detailed and thorough messages.
• Effective written communication skills including proofreading and editing skills.
• Experience with meeting deadlines.
• Sound judgment and discretion in handling confidential information, as well as ability to conduct oneself in a highly professional manner. 
• Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven environment. Self-directed to act and resolve issues.
• Keen attention to detail. Monitors and double checks work and information for accuracy and quality
• Skilled at coordinating meetings and travel arrangements.
• Understanding organizational structure and work through administrative systems. 
• Maintains a customer service demeanor at all times.
• Demonstrated proficiency in Office applications and electronic calendars (Windows, Microsoft Word, Excel, PowerPoint, and Outlook).

Travel

Occasional domestic travel may be required.

Total Rewards

We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.