Administration and Operations Officer

Company Overview

The Center for International Private Enterprise (CIPE) strengthens democracy around the globe through private enterprise and market-oriented reform. CIPE is one of the four core institutes of the National Endowment for Democracy and an affiliate of the U.S. Chamber of Commerce. Since 1983, CIPE has worked with business leaders, policymakers, and civil society to build the institutions vital to a democratic society. CIPE’s key program areas include enterprise ecosystems, democratic governance, business advocacy, anti-corruption & ethics, and trade.

Position: Administration and Operations Officer 

Reports to: Chief Operating Officer

Scope: CIPE is seeking a full-time, non-exempt, Washington, D.C. based Administration and Operations Officer who will provide comprehensive administrative and operational support to CIPE’s offices globally. In addition, to general administrative duties, the incumbent will process invoices, liquidate credit card bills, process expense reports, coordinate event planning logistics, manage relationships with vendors, and serve as the primary point of contact for all facilities management work orders.  The incumbent is also responsible for providing direct administrative support as needed to the Chief Operating Officer (COO), Human Resources (HR), Information Technology (IT), and Security Teams.

Responsibilities:

General Office Duties:   

• Answer and direct incoming calls; manage voicemail and messages.  

• Maintain the office supply inventory and reorder as needed.   

• Maintain the office furniture inventory.  

• Process vendor payment requests.  

• Oversee the daily upkeep of the common areas such as reception, conference rooms, supply room, and breakrooms.  

• Maintain office key inventory, including ordering new key copies as needed.   

• Manage the copy machine vendor; including ordering needed supplies, periodic maintenance, and assisting the COO with periodic product evaluation.   

• Serves as the primary liaison for managing incoming and outgoing mail and packages via U.S. Mail, FedEx, DHL, and UPS courier services.  

• Input visitors into the electronic system, manage visitor logs, receive and announce visitors.  

• Facilitate the periodic scheduled service of the following: supplemental HVAC units; AED machines; coffee machines; fire extinguishers; water/ice machines; first aid kits; and shredder.  

• Create, update and maintain the front desk standard operating procedures book.  

 File Management & Retention Practices:    

• Maintain the CIPE off-site document storage inventory; facilitating shipment to, receipt and return of any physical documents, as well as document destruction based upon the retention policy.   

• Facilitate the use of the CIPE on-site storage rooms.   

Office & Facilities Management:    

• Primary contact for CIPE internal conference rooms physical set-up or tenant conference room and/or rooftop terrace reservations.  

• Assist with planning and coordinating logistics for CIPE staff events and activities—internal or external.  

• Primary contact between CIPE and the Property Management Team for maintenance and housekeeping.  

• Submit work orders to facilitate the resolution of any building or maintenance issues.  

• Partner with Human Resources on office space allocation and assist with any physical office moves.   

• Act as the main contact for all international moves of expatriate and third country national staff, handling vendor quotes and move coordination.  

• Perform other duties as assigned. 

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in a related field preferred.  
• Minimum 2 years’ experience in a receptionist, administrative, or customer service role.  

• Exceptionally organized and proactive, with a focus on improving systems and enhancing team and organizational effectiveness.  

• Excellent verbal and written communication skills; including experience clarifying information in a friendly and positive manner.   

• Must maintain a high degree of confidentiality when needed.    

• Ability to work in a team environment.  

• Demonstrated ability to develop, establish and maintain good relationships with staff at all levels.   

• Ability to work in a multi-cultural environment.   

• Strong project management skills desired.   

• Attention to detail and ability to handle multiple tasks in a fast-paced environment.    

• Ability to work independently with minimum supervision.   
• Strong computer skills, plus proficiency in MS Office Suite, specifically MS Word, Excel, Access, and PowerPoint.

Benefits and Perks

Competitive Benefits including medical, dental, vision, short & long-term disability, flexible spending, paid family leave, life insurance, 401(k), commuter benefits, telework, and more! 

CIPE offers a salary competitive with other international non-governmental organizations and an excellent benefits package. Applicants must be legally able to work in the United States; CIPE is unable to sponsor employees for work visas.

Equal Opportunity Employer Statement
We are an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, and business needs. Our recruitment process is competitive and designed to identify the most qualified candidates for each position