Administrative Assistant

DescriptionThe Administrative Assistant provides vital office-wide administrative duties in support of employees, vendors, visitors, and exhibitions at NMWA. This role primarily supports the Operations Division with stocking and ordering, organizing, inventory management, moving, shipping, invoice processing, set up and break down for events, A/V troubleshooting and training, Board Meeting administrative support, and other project-based office and cross-department supportive duties. This position reports to the Operations Manager and has no direct reports. RequirementsFunctions may include, but are not limited to: Answer the main phone line and monitor the general voicemail inbox:

Respond to general inquiriesForward calls and messages to appropriate parties Maintain internal contact lists, seating charts, and hotel desk reservations Supports the Chief of Staff and Assistant to the Director with monthly Board meeting administrative tasks Coordinate mail and package shipping and receivingReceive mail; stamp with date and distribute to department mailboxes or other designated areaReceive packages; alert staff to packages waiting for pickup in mailroomAssist with and coordinate shipping for all departmentsMaintain stock of shipping suppliesMaintain postage meter, ensuring extra supplies are on hand and appropriate funds are availableAssist staff with training and troubleshooting on office equipment or systems Coordinate office supply ordering and procurementMonitor and fulfill requests from staffMonitor copy room, staff lounge, and supply closets stock; order and restock as neededPlace orders and distribute items to staff / storage locations Order business cards and stationery based on requests from staff or new hires Assist Operations Manager with processing vendor invoices Ensure meeting rooms, break rooms/staff lounges, and common areas are organized, clean, and stocked appropriatelyCoordinate any annual / bi-annual storage inventory assessments and clean outSupport staff and vendors on training, troubleshooting, and connecting to AV and meeting equipment Maintain multi-function copiersEnsure all copier workstations are organized and stocked with toner and paperCoordinate with IT staff as needed for issues relating to network connectivity and remote / VPN desktop connectionsAssist staff with copier function training and troubleshootingCoordinate service and troubleshooting of office equipment Coordinate with Operations Manager and equipment vendors for service visitsCoordinate shredding pickups and drop-offsCoordinate multifunction copier serviceCoordinate Bunn coffee maker serviceMonitor damage or wear and tear to equipment, furniture, carpets, etc.

and report to Operations Manager to arrange service or repair Assist Operations Manager and Porters with preparation and set-up for internal and external eventsBoard Meetings: A/V, set up and breakdown meeting tables, set up and breakdown of cateringNMWA Nights: Set-up of tables, chairs, deploy trash cans and equipmentFresh Talk: Set up ticketing table and chairs, monitor needs for performance hallPerformance Hall Set Up and Booth management: Test A/V equipment and cleanliness / organization of Performance BoothFacility Rentals:

Monitor spaces where equipment is stored for events and report any damage or left behind items Provide support for Board of Trustees meetingsPrint name tags and badgesPrepare handoutsPrepare meeting minutes Assist in updating and maintaining office-wide procedures and systems Maintain correct inventory and update inventory systemsData entry for new and decommissioned equipment Participate as needed in various department projects and other duties as assignedQualificationsThe successful candidate will demonstrate the following skills/experience: Demonstrates dependable time management skills including ability to multi-task to meet deadlines Can clearly communicate timeliness and status' on projects. Strong interpersonal communication, planning, and organization.

Exhibits a proactive communication style and work ethic. Confidant and friendly within a customer service environment that includes interacting with staff, visitors, and vendors of varying backgrounds and experiences Flexible and able to adapt to changing priorities; comfortable using and communicating independent judgement under pressure 1-3 years of Administrative Support in a non-profit or equivalent experience. Proficient computer skills in Microsoft Office (Word, Excel, Outlook, PowerPoint, SharePoint, Teams) Demonstrated ability to learn new systems (SharePoint, Snapfix, Bluebeam Revu, Inventory and Project Management Systems and Software) Ability to lift 50 lbs.

and comfortable moving furniture and equipmentIf much of this job description describes you, then you are highly encouraged to apply for this role, even if you don’t meet 100% of the qualifications. We recognize that it is highly unlikely for an applicant to meet 100% of the qualifications for a given role, and that every candidate brings unique experience and qualifications to a role. We are excited to meet you!The salary range for this position is $50,000. to $53,500. annually commensurate with experience, plus a benefits package. How To ApplyPlease apply through NMWA's online job application portal.

To request accommodations in the application or hiring process, please notify NMWA’s Human Resources department at hr@nmwa. org. The National Museum of Women in the Arts is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local laws. Successful candidates will be subject to reference and background checks.

To comply with tax and legal obligations all candidates must reside in Washington, D. C. , Maryland, or Virginia. Candidates must be legally eligible to work in the U. S. without visa sponsorship by NMWA.