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Administrative Coordinator Facilities and Events

Position Summary

The Council on Foreign Relations (CFR) is seeking an Administrative Coordinator for the Facilities and Events departments. This position will report to the Assistant Director, Facilities Operations and will support other department directors and managers. The coordinator will be responsible for providing administrative and project related support including, but not limited to, tracking expenses and processing invoices, coordinating meetings and travel, and drafting memos.

This is a full-time position in CFR’s Washington D.C. office on site five days per week. This position may require occasional overtime, including early mornings, evenings, or weekends, to support departmental operations and scheduled events.

Essential Functions/Responsibilities

Process, review, and track daily invoices and departmental expense reports.

Maintain department contract database, ensuring documents are properly filed and accessible for audit or reference purposes.
Allocate office supply and copy charges by reviewing usage reports, reconciling discrepancies, and maintaining accurate records for monthly reporting.
Coordinate and track department and event related supply orders in accordance with company policies and budgets.
Coordinate meetings, schedules, and travel for Facilities and Events department. This includes managing calendars, booking conference rooms, arranging travel accommodation, preparing agendas, and distributing meeting materials.
Assist with reception coverage by greeting visitors and staff, answering and directing phone calls, and responding to routine inquiries in a professional and timely manner.
Manage staff and contractor badge processes, including running, formatting and distributing weekly badge activity reports.
Assist with writing, drafting, and editing memos related to departmental announcements, bid leveling and compliance reporting.
Support departmental request for proposal (RFP) process, including preparing documentation, distributing materials to vendors, organizing submissions, tracking responses, and preparing bid leveling sheets for review and comparison.
Perform any other duties or tasks as assigned or required.

Minimum Qualifications

Experience

At least 4 years related administrative, business and/or operations experience in a fast-paced organization
High school or GED equivalent

Related Skills & Other Requirements

Excellent communication and customer service skills.
Ability to exercise professionalism and discretion when working with staff and dealing with confidential information.
Strong experience with Microsoft Word, Excel, and Outlook.
Strong business writing and proofreading skills.
Familiarity with RFP processes preferred.
Ability to work independently and efficiently in solving problems within a fast paced and deadline driven environment.
Flexibility and positive team player attitude, including coordinating with remote team members.
Outstanding punctuality and attendance.
Availability and willingness to work flexible hours outside of normal business hours, including some early mornings, evenings, and an occasional weekend.

Required Application Materials

Please submit a résumé and cover letter stating your interest in the position.

Compensation and Benefits

The full-time annual compensation range for this position is $60,000-$65,000 depending on experience.
In addition to competitive salaries, the Council on Foreign Relations offers a benefits package that is among the best offered by nonprofit institutions today, including an award-winning health and wellness program, an on-site fitness center, and generous leave policies and health insurance programs.

About CFR

The Council on Foreign Relations (CFR) is committed to fostering a foreign policy community in the United States that is more representative of American society, recognizing that diverse backgrounds and perspectives contribute to broader, more informed participation in the foreign policy debate and lead to an enhanced understanding of the world and the United States’ role therein. To that end, CFR is dedicated to continuing to advance diversity, equity, and inclusion (DEI) throughout its work and workplace by building a more diverse membership and staff, producing and dispensing thoughtful analysis on a broad range of foreign policy issues, and developing relevant, wide-reaching programming that also serves to expand the foreign policy talent pipeline to underrepresented populations.

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