Administrative Support, Project Coordinator

~ Veda Environmental is dedicated to transforming the way environmental science and policy is communicated to decision makers and the public in order to manage, protect and restore ecosystems. ~

Our goal is to ensure that the science of water quality, species and habitat protection and recovery is easily understood by policy makers and the public. Veda staff bring unique skills and experience to each project, selecting the most appropriate and effective tools, resources and approaches to ensure a successful outcome. Our areas of expertise include facilitation, stakeholder outreach and engagement, science communication, and workshop design and implementation. For more information visit our website.

Position Overview

Veda is seeking an individual to serve as Administrative Assistant, Project Coordinator, and to support the owners/leadership in Business Development activities. This is a 15-20 hour per week position with possibility for growth. The successful applicant will work primarily out of the Bellingham office, but must be willing to travel a minimum of once per month to Seattle to ensure smooth operations. Travel expenses to/from Bellingham will be covered. 

Responsibilities

Office Manager:

• Maintain and update Veda licenses and certifications (city, state, federal and women-owned business licenses/certifications).
• Manage and maintain Veda insurance policies – ensure bills are paid on-time and that current policies are accessible.
• Assist with invoicing, collection of payments, reporting and other financial systems.
• Manage and maintain Veda’s office support systems, including licenses such as Dropbox, Harvest, Adobe and Zoom.
• Provide organizational and logistical support for conferences, meetings, and events, and provide other assistance with meetings including meeting planning, scheduling, distributing meeting materials, drafting minutes and meeting notes, etc.
• Help prepare draft contracts between Veda and subcontractors and manage correspondence as needed.
• Manage travel arrangements (flights, hotels, etc.).
• Liaise with Veda tax preparer and accountant to ensure all materials are in place (W-2s, etc.) and that we are on track for filing.
• Negotiate supply orders and vendor discounts.
• Manage and maintain Veda’s Bellingham and Seattle offices including:
  • Lease agreements and rent payments (Bellingham).
  • Associated accounts, including Internet service and phone.
  • Maintain and update equipment as needed.
  • Inventory, order and stock office supplies, as needed.

Business Development and Project Support:

• Track Requests for Proposals (RFPs) and lead response process, from drafting proposal to submitting final document.
• Organize and maintain business development folders to streamline RFP response process.
• Maintain and enhance Veda’s vendor/roster status with various procurement offices (including but not limited to: Municipal Services Research Center (MSRC), King County, WA State (WEBS).
• Build and maintain Veda’s social media presence (Facebook and Instagram).
• Maintain Veda’s website.
• Create draft content for quarterly Veda newsletters and distribute via Listserv.
• Project specific research and synthesis.
• Develop outreach messaging and materials.

Compensation