Admin Assistant/Office manager

Job Description

Panagora Group is a small business providing novel and integrated solutions in global health and international development. Our goal is to provide innovative solutions that build national capacity and promote sustainability through robust local participation and capacity building, utilizing highly integrated and private sector solutions. Throughout our work, we embrace a virtuous circle of knowledge stewardship, collaborative learning, and application of evidence to heighten and accelerate positive health and development outcomes.

Panagora seeks an associate, corporate and executive operations to support the corporate operations and executive teams with the effective functioning of the office, serve as office receptionist, and providing administrative support to the executive team. This position is required to work from Panagora’s office in Silver Spring a minimum of 4 days a week.

Duties and Responsibilities

• Office operations

• Maintain a pleasant work environment, and ensure high levels of organizational effectiveness, communication, and safety.
  
• Keep common areas of the office clean (conference rooms, kitchen, refrigerator)
  
• Maintain office, kitchen and conference room supplies by checking stock to determine inventory levels; anticipate needed supplies; place and expedite orders (as needed); and put supplies away.
  
• Ensure operation of shared office equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; overseeing equipment procurement (coffee machines, appliances, etc.)
  
• Oversee office green initiatives including composting and caring for office plants.
  
• Keep employee data up-to-date including: phone lists, address books in copiers; companywide list serves and software licenses.
  
• Serve as the point of contact with building management for:
  
• office maintenance needs (i.e., lightbulbs replaced, janitorial)
  
• obtaining fobs/ parking passes and keeping Panagora’s log up-to-date as employees join/depart
  
• Keeping staff apprised of building management notifications (building closures, window cleanings, etc.)
  
• Coordinate office safety protocols (i.e., emergency preparedness planning and drills)
  
• Assist in planning and executing home office staff meetings/events.
  
• Support IT needs of employees when they are onboarded/offboarded (interface with outsourced IT vendor to order hardware and software, obtain log on credentials, collect equipment when employees resign, etc.)
  
• Set up new hires, make personnel changes and other tasks as needed in CostPoint.
  
  

• Serve as receptionist, greet visitors and employees with a positive, helpful attitude.
  

• Answer incoming phone calls to the general number in a professional manner, and route calls as necessary.
  
• Check the general voicemail box daily and take appropriate course of action (referral, or response).
  
• Receive all incoming mail, shipments and deliveries and distribute to staff/take appropriate course of action.
  
• Prepare and process all outgoing mail for executive team including: US postal service, overnight services, courier and special services (certified/return receipt mail).
  

• Executive administration
  

• Support manager of corporate and executive operations on:
  
• providing comprehensive administrative (scheduling, email, filing) and logistical support (meeting management) to the executive team.
  
• coordinating travel arrangements for all staff;
  
• acting as a liaison and manage communications among executives, finance, global human resources, clients, and other stakeholders;
  
• Track executive team deadlines, organize reminders, collect and organize deliverables for review.
  
• Assist with special projects and assignments as required.
  

• Associate degree or higher
  
• Prior proven experience as an office manager and/or administrative assistant
  
• Experience with SharePoint, desk booking applications, and Costpoint preferred
  
• Familiarity with international development and USAID a plus
  
• Must be customer service and detail oriented
  
• Knowledge of office administrative procedures, as well as, use and operation of standard office equipment
  
• Strong data entry and data management experience
  
• Able to work effectively in a team environment
  
• Superior problem-solving skills
  
• Capable of multi-tasking, prioritizing, and managing time efficiently
  
• Able to communicate effectively, both verbally and in writing
  
• Microsoft Office skills (excel, word, power point) and Internet Explorer
  
• Professional, positive, friendly, and helpful demeanor
  

Reports to

The Director of Corporate Operations

No telephone inquiries, please. Finalists will be contacted. Only applicants who include the required application components will be considered.

Panagora Group is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

*Note: Panagora does not offer visa sponsorship at this time.

About the Organization

Panagora Group is a social enterprise dedicated to providing high-quality, high-impact international health, development, and learning consulting. We are a dynamic woman- and employee-owned small business partner focused on market-based and integrated local solutions that strengthen country capacity and independence; and on learning, communications, and technology solutions to accelerate and heighten impact. As a small business, we are able to implement novel and innovative approaches using highly participatory approaches to mobilize community, civil society, and government energy in defining and owning solutions, and to promote inclusive development that benefits all groups.