Administrative Assistant

The American Battlefield Trust, the nation’s premier historic land preservation nonprofit, seeks an organized, versatile and personable Administrative Assistant to support the day-to-day operations of our Washington, DC, office. The Administrative Assistant will work collaboratively with staff from across the organization and will have an opportunity to learn how many parts of a successful nonprofit operate.

Location: Washington, DC (Hybrid Office – this position will be in the office Monday-Thursday, with the option for remote work on Fridays)
Reports To: Chief Administrative Officer (CAO)
Job Classification: Full-time, Exempt 

Major Duties and Responsibilities

• Serve as the primary responsible party for answering phone calls (mostly from the Trust’s members asking about membership information), either briefly resolving requests or directing them to the relevant party
• Staff the front desk M-Th, from 8:30 am – 5:00 pm (with option for remote work on Fridays)
• Sort and distribute mail, and take mail from the office to the mail room
• Inventory and proactively order office supplies
• Inventory and order office furniture and incidental office equipment
• Process and provide data entry support for a small number of donation checks
• Schedule visitors in a building management visitor portal
• Assist in scheduling meetings and setting up conference rooms for hybrid meetings
• Assist in monitoring a general info@battlefields.org email address
• Provide backfill support for other departmental assistants
• Organize and decorate office spaces, including supply room and kitchen
• Maintain common areas and storage areas within the Washington, DC, office
• Provide accounts payable support, with training
• Provide support to the Chief Administrative Officer and other senior managers, as requested
• Provide additional administrative support as requested by other staff and departments, such as support for planned giving mailings, social media monitoring, and web-based assignments

Required Knowledge, Skills and Experience

• High school diploma required, 4-year degree preferred
• 1-2 years of internship or work experience preferred
• Microsoft Office suite experience required
• Experience with a CRM database, preferably EveryAction, preferred
• Knowledge of or ability to quickly learn administrative tasks and responsibilities
• Ability to quickly learn Trust staff roles, programs and stances on issues to be able to field and direct inquiries
• Strong verbal and written communication skills
• Strong customer-service orientation, patience and tact
• Relationship building and interpersonal skills
• Ability to juggle multiple and changing demands
• Practical problem-solving and prioritization skills