Office Coordinator/Administrative Assistant

About Accion:

Accion is a global nonprofit on a mission to create a fair and inclusive economy where underserved people have quality financial choices and opportunities to improve their economic wellbeing. We are the leading early-stage investor in fintech for inclusion and experts in digital transformation with decades of experience harnessing the capital markets to deliver cheaper, more accessible, and customer-friendly solutions for the 1.8 billion people left out of, or poorly served by, the financial sector. For more than 60 years, Accion has helped tens of millions of people through our work with more than 200 partners in 63 countries. More at https://www.accion.org.

About Human Resources:

Through strategic partnerships and collaboration, we provide support to over 130 employees spanning across 4 continents.  Our innovative, agile team is committed to delivering best-in class services and organizational development solutions that contribute to the success of the organization through the recruitment, retention and engagement of top-tier talent and diverse workforce.

Position Summary

Accion is seeking an Office Coordinator/Administrative Assistant to support its Washington, DC office and Legal Department with office and executive administrative duties. The Office Coordinator/Administrative Assistant will report to Accion’s Chief Talent Officer and Accion’s General Counsel.

This full-time position is based in Washington, DC, and expected to work in-office Mondays through Thursdays (Fridays remote).

Position Responsibilities:

Office Coordination/Reception

• Maintain the appearance and tidiness of the reception area, conference rooms and kitchen to include the conference tables, refrigerator, counters and cupboards.
• Greet and escort visitors to the waiting area as needed.
• Answer and field incoming calls to the main office number.
• Receive and distribute all mail and packages.
• Create shipping labels and assist in the shipping of mail/packages to Accion employees, and other recipients, globally.
• Manage the ordering and distribution of employee business cards.
• Manage the ordering process, stocking and maintenance of all office supply areas, including kitchen and food supplies.
• Coordinate with building management to address any office service needs.
• Manage facilities related vendor payments and submit invoices to accounting for processing.
• Maintain and update contact lists to include phone and vendor lists.
• Assist in scheduling staff events, meetings, conference and video calls, and special events.
• Organize and manage access to supply closets and the basement storage.
• Assist staff in troubleshooting office and conference space reservations through Accion’s online workplace application, Maptician.

General Counsel Administrative Assistant

• Assist General Counsel with scheduling meetings via telephone, videoconference, and in-person.
• Prepare travel arrangements and itineraries for all domestic and international travel to include detailed agenda and itineraries, hotel, flights, dining, and ground transportation.
• Schedule appointments and send confirmations to clients.
• Prepare and submit expense reports in Vantage Point.
• Serve as an approachable and helpful point of contact for all parties for the Legal department.
• Assist Legal team in coordination of departmental team meetings, preparing agendas, notes and minutes as requested.
• Support General Counsel in preparation of board committee materials, including developing presentations in PowerPoint, printing and compiling materials, etc., as needed.
• Support Legal team on special projects as needed.

Position Qualifications:

• Strong organizational skills, ability to organize and prioritize workload, and provide organizational support for high level executive.

• Demonstrated communication skills to include strong oral and written English language skills and ability to communicate ideas effectively.

• Impeccable attention to detail and strong planning skills.

• Bachelor's degree and 3+ years of administrative support or other relevant experience; or 5+ years equivalent

• At least 1 year of receptionist or office administration experience preferred.

• Proficient in MS Office Suite (Microsoft Excel, Word, and PowerPoint)

• Ability to navigate vendor services online and other office equipment and apps (Zoom, teleconferencing AV, printers/copier, office management software, etc.).

• Ability to independently troubleshoot and problem solve.

• Demonstrated ability to multi-task and work with little supervision.

• Demonstrated customer service skills – courteous, enthusiastic, positive, can-do attitude.

• Must possess a strong ability to work courteously and patiently with others in this role.

• High-level of initiative and motivation in addition to the ability to deal with confidential information.

• Fluency in Spanish is a plus.

• Willingness to embody our values of excellence, respect and passion for social change.

• Excellence: Accion staff should always put forth their best effort in all activities, strive for high quality of collective and individual performance; and demonstrate honesty and integrity at all times while in the workplace and while working on behalf of the organization.

• Respect: Accion staff should value one another’s roles and responsibilities as much as their own, be encouraging, and value the diverse and unique perspectives of colleagues. They should honor obligations and commitments to each other and to external partners.

• Passion for Social Change: Accion staff should be committed to making a difference in the lives of those less fortunate, value the greater good of the organization over personal gain, and promote a productive workplace by acknowledging the accomplishments of others.