Program Assistant, Operations

Position description

CEPA is seeking a highly motivated, entrepreneurial, and organized Program Assistant for Operations to join one of the most diverse foreign policy think tanks in Washington, DC. The ideal candidate should have a proven record of efficiency, task management, and results orientation. We are looking for an individual who will be committed to contributing to the success of our organization.

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The ideal candidate should demonstrate emotional intelligence, discretion, collegiality, engagement, reliability, and exceptional organizational skills. A passion and interest in transatlantic relations are preferred. The position is based in our Washington, DC office and reports to the Chief Operating Officer. 

Key Responsibilities:  

• Support day-to-day operations of the organization including liaising with IT, A/V, and supply vendors, among other external providers;  
• Provide general office support including managing the reception desk, setting up meeting rooms, ensuring the office is appropriately stocked, and communicating with building management as needed;  
• Work closely with the external affairs and executive teams to support events, meetings, and other organizational activities in the office;  
• Work closely with the communications team to manage and update the CEPA website including draft articles, and post job pages;  
• Process administrative requests;  
• Work with the COO to ensure timely and accurate expense reporting, meeting set deadlines and meeting expectations; 
• Liaise with Human Resources to complete proper onboarding and offboarding protocols;  
• Prepare meeting documents, take minutes of meetings, and ensure there is appropriate internal and external follow-up; 
• Support CEPA’s internship recruitment, programming, and logistics; 
• Coordinate travel for external guests, fellows, and speakers when appropriate; 

• Help maintain the condition of the office and promptly arrange for any necessary repairs with the building and external vendors. 

Qualifications

• Bachelor’s degree preferred;  
• Two years or more of relevant experience;  
• Exceptional organizational skills and attention to detail;  
• Ability to edit and to write quickly and clearly;  
• Positive, flexible, get-it-done attitude;  
• Ability to multitask in a fast-paced, often changing environment;  
• Ability to work independently and within a team across the organization;  
• Attention to detail and problem-solving skills; 
• Advanced working knowledge of Microsoft Office;  
• Demonstrated ability to manage multiple tasks in a time-sensitive environment;  
• Ability to handle sensitive information, meet deadlines, and maintain grace under pressure;  
• Willingness and ability to work late evenings or weekends, as required.  

A successful candidate will:  

• Have an understanding of and a commitment to, CEPA’s mission to transatlantic values and principles; 

• Be highly organized and familiar with the functions of a public policy non-profit organization; 
• Meet timelines and manage multiple projects simultaneously with utmost professionalism; 
• Be able to work well independently, as well as be a key contributor in a highly dynamic team environment; 
• Demonstrate discretion when working with confidential or proprietary information;  
• Be flexible, creative, solution-oriented, and positive in approaching challenges and problems.  

CEPA offers exceptional benefits that include:  

• Competitive pay;  
• Generous employer-subsidized health insurance;  
• 401(k) Retirement Plan; and  
• Generous paid vacation leave, sick leave, personal leave, and holidays.  

Application instructions

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