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Office Manager / Administrative Assistant

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Office Manager / Administrative Assistant – Washington, DC

ASHRAE, a global technical association and professional society dedicated to advancing human well-being through sustainable technology for the built environment, has an immediate fulltime opening for an Office Manager/Administrative Assistant to support the daily operations of ASHRAE’s Government Affairs Department, located in Washington, DC.  This position also serves as the assistant to the Director of Government Affairs and supports ASHRAE’s Government Affairs Committee.

This position offers a great opportunity for an individual with demonstrated professionalism, strong organizational skills, excellence with administrative support functions, project coordination, and departmental operations. This position coordinates with the society’s Headquarters staff in Georgia in carrying out many of their duties and communicates with ASHRAE’s volunteer leadership. Due to the high degree of senior-level communication, it is imperative the applicant comports themselves with professionalism and integrity.  This individual manages the office and has a high degree of autonomy.

Responsibilities of this position are:

  • Managing the day-to-day operations of the Washington Office, which includes working with building management and attending monthly meetings, coordinating with ASHRAE’s IT department, managing contractors, ordering office supplies and managing inventories, and maintaining and improving the appearance and functionality of the physical space to support ASHRAE’s mission.
  • Supporting the Director of Government Affairs including managing the Director’s schedule and organizing and coordinating meetings with multiple attendees, coordinating senior-level visits to DC, making travel and catering arrangements, taking meeting notes and minutes, drafting letters and agendas, reviewing presentations, and organizing meetings with government officials as well as other aligned associations and advocacy groups.  
  • Managing the office budget including multiple subscriptions, travel expenses of staff and members, and office requirements.
  • Serving as the clerk of the Government Affairs Committee by managing Subcommittee spreadsheets, tracking action item assignments, preparing meeting minutes, preparing agendas (with multiple attachments assembled in a PDF document), coordinating and scheduling meetings, and tracking performance metrics. The position would also be responsible for learning how the committee is governed including in the context of the broader organization by reviewing and gaining familiarity with governing documents including the Rules of the Board, Committee’s Manual of Procedures, and Committee’s Resource Manual.
  • Running reports and finding information as requested from ASHRAE’s association management software (NetForum).
  • Reviewing communications and the Government Affairs website, along with the committee’s file management software, and identifying any areas in conflict or that require updates.
  • Interacting with volunteer members of the Society, responding to their requests, and working with technical experts of the Society in areas where there may be governmental interest and activity.
  • Running virtual meetings via WebEx and other platforms.
  • Assisting in day-to-day administrative tasks as needed.
  • Travel may be required to support ASHRAE’s main conferences, held two times per year.
  • Other duties as assigned.

Successful applicants will have:

  • A minimum of 10 years of relevant experience.
  • An associate degree or higher, but will consider non-degreed with commensurate professional experience.
  • Proficient with Microsoft Office products including Outlook, Word, Excel, and PowerPoint, and a willingness and ability to learn new software and virtual meeting platforms quickly.
  • Excellent verbal and written communication skills, providing for strong interactions with all levels of staff (at HQ and in the DC office), Society members (from the grassroots to senior leadership), and government officials and their staff.
  • Demonstrated professionalism in working with senior level staff and government officials.
  • A strong sense of accountability, be self-motivated, dependable, and have exemplary ethical standards.
  • Knowledge of government affairs and professional associations is a plus.
  • Great attitude and team player!

In return for your skills, ASHRAE provides a flexible work schedule, competitive salaries, and fantastic company paid benefits including paid holidays, sick time, & vacation. We offer employee dental, vision, life, and disability insurance paid at 100% and employee medical is paid at 90%.  We have an outstanding 401k plan with a generous match, along with an employee assistance program, & participation in the public service loan forgiveness program. 

Our non-smoking office is located in downtown Washington, DC with access to two metro lines. 

We invite you to check out our website at www.ashrae.org to learn more about us.  Let ASHRAE be the right place to share your skills and enhance your résumé.  Please send a cover letter and your résumé, along with your salary requirements to Attn: Govt Affairs Office Manager/ Administrative Assistant at hr@ashrae.org  No calls please.

 

ASHRAE is an Equal Opportunity Employer and all ASHRAE staff must show proof of being fully vaccinated against COVID-19.

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