American Wind Energy Association (AWEA) seeks an Administrative Office Assistant who is primarily responsible for guest services and staff services, guided by the AWEA Operations Manager. Responsibilities include basic facilities management; shared services for AWEA including contract processing, expense reimbursements, and onsite meeting coordination; establishing and maintaining filing and storage systems; coordination of planning onsite meetings and food/service orders; and ensuring that AWEA guests and external callers are greeted promptly and pleasantly.
Proactively ensures office space is kept in good working order, including maintenance and repairs as needed. Coordinates with building management on maintenance, conference center reservations, and staff access to building facilities such as gym and bike room.
Coordinates with administrative resources and Green team to manage inventory and place orders to ensure supplies are available, reduce supply costs, and increase the use of environmentally friendly products.
Coordinates daily distribution of mail from central pickup to production room. Works with shipping firms to schedule pickups and receive deliveries. Seeks opportunities to streamline processes and save on mailing costs.
Manages AWEA’s guest list and ensures building security has an up to date list each day of guests and staff contacts. Coordinate annual security access card audit.
Translates statements of work into contracts and coordinates contract review, approval, and electronic filing for all AWEA. Maintains the contract document system with guidance from the operations manager.
Prepares expense reports for 5-10 employees, ensuring compliance with AWEA policies.
Serves as the “operator” for AWEA’s main phone line, answering or routing inquiries that do not fall under the scope of membership, events, or press inquiries.
As needed, assists department heads with scheduling meetings and may assist with limited administrative support in peak periods.
Provides logistical support for occasional in-house events such as fundraisers or board events, including, but not limited to, room scheduling, room set up, catering/vendor coordination, guest greeting and other logistical support.
May provide basic receptionist services for large in-house meetings or events involving outside guests.
May provide light filing assistance on an exception basis.
Knowledge, Skills & Abilities
AWEA is a collaborative workplace. The individual must be willing and able to work constructively as a part of a team, while also demonstrating timely follow through on individual tasks. The ability to work independently, handle multiple tasks simultaneously, establish priorities, meet deadlines, use discretion in dealing with confidential information, and solve problems as they arise are also important. Strong interpersonal skills and oral and written communication skills are essential. The ideal candidate will have sound judgment and instincts, good analytical and conceptual thinking skills, the ability to adapt and respond quickly to change, and the ability to work in a team oriented environment. Knowledge of office practices and procedures and the ability to perform functions with independent judgment is also essential. AWEA seeks candidates with a positive, supportive approach to workplace challenges and a collegial nature.
AWEA is a fast-paced, high-energy organization with an ambitious agenda and a staff that is highly motivated. This position may experience high level work demands and independent decision-making under tight timelines.
Education and/or Experience
AWEA is seeking applicants whom reflect and understand our core values: We HEART Wind Energy, The Truth Prevails, Together We Succeed, and Ahead of the Curve. Qualified applicants may possess any combination of education and experience enabling them to successfully perform the responsibilities of the position. Preferred qualifications are: an Associate degree and a minimum of 2 years professional work. Excellent computer skills (MS Office and Adobe) along with the ability to quickly learn new tools as needed. Meeting/event planning and trade association experience is a plus.
To apply: Send cover letter and resume to firstname.lastname@example.org(please use “Administrative Office Assistant” in subject line) or mail to AWEA, 1501 M Street NW, Suite 900, Washington, DC 20005; Attention: HR.
AWEA is Metro accessible and provides a generous benefit package. To learn more visit www.awea.org.
AWEA is a national trade association representing wind power project developers, equipment suppliers, services providers, parts manufacturers, utilities, researchers, and others involved in the wind industry - one of the world's fastest growing energy industries. In addition, AWEA represents hundreds of wind energy advocates from around the world.
People count on AWEA to provide up-to-date, acc...urate information about the domestic and international wind energy industry. The Association is an industry clearinghouse, utilizing the following vehicles for communicating facts and statistics.