Administrative Assistant, People & Culture

The Campaign for Tobacco-Free Kids (Campaign) is the leading advocacy organization working to reduce tobacco use and its devastating consequences in the United States and around the world. Through policy advocacy campaigns and strategic communications, the Campaign works to change public attitudes about tobacco and promote proven policies that reduce tobacco use and save lives.

The Campaign is seeking an Administrative Assistant (AA) to support the organization’s growing administrative needs. This position will play a pivotal role in ensuring appropriate administrative coverage for the Human Resources Department and provide a daily operational bridge and back-up for agency-wide open assignments including administrative support for human resources, legal, youth and varied domestic and global programs. The position will also provide contract and grants management and coordination; preparation and taking minutes for key meetings; preparing routine correspondence; maintaining operational files; timesheet management and supporting emergency administrative needs. The AA also has the opportunity to coordinate projects that may include meeting and training coordination. Based in the Washington D.C., this position operates under a Hybrid work model with three workdays weekly in the office and two days working weekly from home. The AA is supervised by the Vice President - Chief Human Resource Officer.

WHAT YOU’LL ACCOMPLISH:

• Provide primary administrative support for the Human Resources office and other departments as advised and coordinated by the Vice President Human Resources.

• Assist with tracking staff vacations and leave notifications.

• Coordinate, prepare for, and take minutes for program and team meetings as needed.

• Support aspects of contract and grant process including the timely transmission of documents, coordinating signatures, tracking status of grants and contracts, and payments for monthly invoices for contractors.

• Work as a team member with other administrative staff and serve as principal backup as needed.

• Perform other administrative duties as assigned by the Vice President.

SKILLS YOU’LL BRING TO THE ROLE:

• Bachelor’s degree, preferably in a related field.

• Two (2) to three (3) year’s administrative experience in non-profit environment, mid-sized organization, or related.

• Knowledge of and proficiency with a variety of computer software applications including Photoshop, Microsoft Word, Excel, PowerPoint, and Outlook.

• Maintain electronic filing system and paper files as required.

• Excellent oral and written communication skills.

• Solid time management and organizational skills.

• Schedule Department information and meetings with agendas and materials with exceptional attention to detail.

• Ability to communicate and work with people from different countries, cultures, and backgrounds.

• Ability to handle sensitive and confidential information.

• Demonstrated ability to exercise poise, tact, and diplomacy with good energy and calm.

• Ability to work in a fast-paced, team-oriented environment while juggling multiple projects and deadlines.

• Other additional and/or alternative duties including supporting other departments or Executives as needed with the ability to remain flexible and modify priorities.

WHY JOIN THE CAMPAIGN FOR TOBACCO FREE KIDS?

•100% company paid health, vision, and dental for you; 70-80% contribution to these coverages for your dependents.

•Paid parental leave benefits (4 weeks paid maternity/paternity leave), in addition to the federal and local leave provisions.]

•403b plan participation (with 9% company contribution)

•10 paid company holidays, 15 vacation days, 10 sick days and 5 personal days (on an accrual basis each calendar year)

•A hybrid work schedule (3 days in office; 2 days remote)