Administrative Coordinator

NRDC is seeking an Administrative Coordinator to work with the Office of General Counsel team in our New York, Washington D.C., San Francisco, or Chicago office.

POSITION SUMMARY

• Provide administrative and logistical support to assigned teams, per NRDC’s administrative guidelines. This includes, but is not limited to:
  • Provide budgeting and accounting support, including processing invoices and invoice related inquiries, maintaining contracts, preparing reports, and tracking spend.
  • Responsible for contract submission and facilitation of institutional processes related to contract approval and vendor set-up.
  • Manage electronic filing systems and databases related to contracts, invoices and other team files for the assigned team.
• Assist with intake and allocation of inquiries to the OGC inbox.
  • Assist with maintaining and updating team SharePoint and other resources.
  • Support for NRDC and NRDC Action Fund time tracking compliance and reporting.
  • Assist with development of training materials for staff trainings OGC delivers to NRDC and affiliates.
  • Assist with business registration, charitable solicitation, and other equivalent processes for NRDC and affiliates.
  • Assist with board of directors recordkeeping and other internal corporate governance documentation for NRDC and affiliates.
• Provide administrative and logistical support to assigned team members, per NRDC’s administrative guidelines. This may include, but is not limited to:
  • Schedule calendar appointments and meetings for individual OGC staff and manage OGC’s department calendar.
  • Draft, edit, format, or proofread materials, correspondence, reports or presentations.
  • Create and submit expense reports on behalf of assigned team members; may be asked to book travel and plan associated logistics.
  • Schedule, organize, prepare for, and follow-up on assigned meetings, including planning logistics, preparing materials, taking notes, and sending out action items.
  • Assist with event planning and management, which may require working with external parties, event scheduling, arranging catering, printing, materials preparation, and liaising with Workplace Strategy.
• Provide support to ensure effective communication, collaboration, and information-sharing within the department and with external institutional partners.

• High School Diploma or GED.
• 1-3 years of relevant work experience.
• And/or equivalent education or experience.

• Commitment to NRDC’s mission, values, and DEI principles.
• Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse colleagues, leaders and partners.
• Demonstrated ability to perform or quickly learn new tasks, systems, and technology.
• Ability to prioritize and efficiently execute multiple tasks, follow institutional procedures, and work independently with strong attention to detail.
• Excellent written and verbal communication skills.
• Strong problem-solving skills.
• Excellent editing, research, and data synthesis skills.
• Willingness and flexibility to work paid overtime, when needed.
• Orientation towards working with a broad range of people on different projects.
• Strict adherence to confidentiality requirements and discretion with sensitive information.
• Proficiency with Microsoft Office (Word, Excel, Outlook), in addition to ability to learn accounting and finance systems, as well as relevant NRDC specific software and platforms.
• Ability to travel as needed to NRDC U.S. based offices.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position within the described work environment.

Frequently: Perform desk-based computer tasks

Frequently: Ability to interact and communicate with employees and others as necessary

Frequently: Attend planned meetings and collaborate with management and coworkers

Occasionally: Ability to attend events and activities and perform assigned tasks in the office or offsite as needed.

Work is sometimes performed primarily in office. The noise level in the work environment is usually quiet in office settings and moderate in other situations. Hours of employment may sometimes require working flexible and/or longer hours, including nights and weekends, when necessitated by projects. The job includes work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.