Administrative Assistant - Office of Sustainable Development

Background: The Office of Sustainable Development advances sustainability-related initiatives at the American Chemical Society (ACS). The ACS Campaign for a Sustainable Future initiatives include convening the community around sustainability topics, setting up a grant program, creating an online sustainability portal, and educational outreach. Under the Office of Sustainable Development is the ACS Green Chemistry Institute® (GCI) whose mission is to catalyze and enable the implementation of green and sustainable chemistry and engineering throughout the global chemistry enterprise and the ACS.  The Institute focuses its efforts in four key areas: advancing science and research, integrating green chemistry into higher education, catalyzing industrial implementation of green and sustainable chemistry and engineering, and supporting ACS advocacy efforts.  Initiatives include an annual conference, summer school, student awards, educational resource development, industry roundtables and communications. Both the Office of Sustainable Development and the GCI are part of the ACS’s Division of Scientific Advancement.

The Administrative Assistant supports the Office’s programs through solutions-oriented interactions with internal and external stakeholders.   

The candidate would be joining a small, mission-driven team within a large organization.  A self-starter possessing the ability to quickly absorb information and drive assignments to completion with limited oversight is required.  Excellent organizational ability, combined with flexibility and adaptability in working with multiple, diverse companies and in handling rapidly changing priorities is essential.  In addition to the project management aspects of the role, additional key features include: the ability to move quickly and thoughtfully, effectively interact with multiple people at all levels across the Society, be highly responsive to queries and requests, calmly navigate ambiguity, and develop and maintain trust of sensitive information and of people across the Society. The role includes collaboration with team members to determine and prioritize programs, initiatives, and events. Excellent communication skills, both oral and written, are required as well as a technology-savvy approach.

Work design:  Works under general supervision   Resolves non-routine problems by applying general policies, practices, procedures, and principles.  Performs in-depth analyses of standard problems.

Software Details: Required proficiency in Word, Excel and PowerPoint. Willingness to learn new software platforms utilized by both internal and external stakeholders.  Familiarity with SAP or other business/financial management software is desirable.

Work to be performed includes:

• Financial Support
  • Processing contracts, invoices, purchase vouchers, payment processing, reimbursements and other financial documents
  • Work with ACS GCI Roundtable member companies to invoice and ensure receipt of annual dues
  • Financial administration and tracking of grants and awards programs
  • Coordination and tracking of sponsorship donations
• Office management
  • Monitor GCI email inboxes and phone line
  • Assisting with planning office and meeting events (i.e., placing food orders, directing set-up and clean up)
  • Shipping and mailing
  • Management of our inventory of outreach materials and giveaways (both onsite and in inventory warehouse)
  • Organization of digital files
• Communication Support
  • Support in preparing emails and newsletters
  • Support reaching out to internal and external stakeholders and audience segments such as our student chapters
  • Preparing materials for workshops
  • Creating award certificates, certificates of completion, plaques, etc.
  • Communication with volunteers for GC&E Conference and other events
  • Proofreading/reviewing communications
• Event Logistics
  • Coordinating event-related travel for GCI, GCI Roundtables, and Campaign for Sustainable Future initiatives (including staff and participant travel)
  • Restaurant reservations
  • Logistics of our Summer School program with ~60 students and ~10 instructors; including catering and assistance with international travel

Required skills and attributes:

• Passionate about and capable of excellent organization and administrative management, as well as time management
• Self-starter with a customer-service focus
• Excellent communication and writing skills
• Excellent people skills. Able to work well with internal and external stakeholders, including technical and industrial professionals.
• Familiarity and experience supporting budgeting planning and administration processes
• Experience with financial systems like Oracle
• Comfortable with technology, willing to troubleshoot IT systems (virtual meeting platforms, finance systems, etc.).
• Interest in sustainability, scientific and/or mission-driven issues is a plus

This position will be primarily based in the Washington D.C. office. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement. ACS offers relocation assistance, if applicable.

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