Pew Charitable Trust

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 the operations of Pew’s environment teams.

This position is based in Pew’s London 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.

Responsibilities

General program and administrative functions

• Develop and maintain a basic knowledge of the environment portfolio and its structure 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, tracking meetings in Salesforce, copying and printing.
• 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 environment colleagues to prepare briefing materials and meeting notes 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, international and domestic for program activities and assist, as needed, with staff and third-party travel reservations and planning.

Requirements

• General Certificate of Secondary Education (GCSE), or equivalent is required, college degree is preferred.
• Five years of administrative experience in a fast-paced, dynamic environment. 
• Strong oral communication skills, including a polished telephone manner and ability to take detailed and thorough messages.
• Strong 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, including complying with process requirements. 
• Maintains a customer service demeanor at all times.
• Demonstrated proficiency in Office applications and electronic calendars (Windows, Microsoft Word, Teams, Excel, PowerPoint, and Outlook).

Travel

Occasional domestic travel may be required.

Total Rewards

This position offers a competitive salary and benefit program.

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.