Executive Assistant/Office Manager

The Marine Stewardship Council (MSC) is the world's leading marine eco-labelling and certification program for wild fisheries. The organization's mission is to reverse the decline in global fish stocks, to deliver quantifiable improvements in marine conservation and thereby help to secure the livelihoods of those involved in the global fishing industry.  The MSC is recognized internationally as a groundbreaking and credible solution to the serious environmental problem of overfishing

Position Overview:

This demanding post provides critical office management and executive administrative services to the MSC Americas office, a fast paced and multi-faceted operation.  The job includes providing management, secretarial and clerical support to the Regional Director and other MSC staff; handling all incoming calls; managing the mail; being responsible for all critical office systems, such as basic accounting, IT, databases, purchasing, human resource administration and others; responsibility for facilities management; organizing logistics for MSC meetings and events such as trade shows; and administration of special projects as needed to support the work of the team. The Executive Assistant/Office Manager's role is of critical importance for the successful functioning of the organization. 

Responsibilities: 

The position has a variety of functions and duties, including:

• Executive support to Regional Director, including scheduling, correspondence and project management   
• Office Management, including:
  • Management of office contacts database
  • Liaison with IT consultant to keep office systems running
  • Ensure proper functioning of all office equipment and systems
  • Organize and maintain file systems, both paper and electronic
  • Purchase all office and kitchen supplies 
• Human resources support, including processing all new employees, ensuring benefits coverage, helping employees resolve problems. Critical HR functions are covered, legal and compliant
• Basic accounting, including processing accounts receivable and working with external accountant and MSC financial administrators to ensure that they have the information that they need to keep MSC-Americas office fully compliant. Provide accountants everything they need to do payroll, the monthly financials, year-end audit and tax returns. Efficient and compliant financial procedures.
• Coordinating meetings and helping to plan and support execution of MSC events, including helping to develop presentation materials
• Telephone, email and in-person reception services: answer the main MSC number in a professional manner, help people, provide information, forward calls and relay messages. Callers to the MSC get a good impression and get their information needs met.
• Support to other members of the staff: As time permits, assist members of the Americas office team with correspondence, travel, meeting arrangement, secretarial and clerical support and special projects.
• Meetings and Trade Events Support: Organize logistics, travel and accommodation involved with meetings and events.
• Maximized efficiency of team members
• Special projects as assigned by Regional Director. Contributing to the overall success of the organization by ability to fill key needs
• Other duties as assigned

Qualifications: 

Knowledge, Skills and Abilities:

• 7 years experience as an office administrator, high-level executive assistant or some combination
• Proficiency using all Microsoft Office applications, in particular, Outlook, Access, Excel and Word
• Expertise in database and mailing list management
• Experience with office and facilities management
• Experience in human resource administration
• Experience with basic accounting, financial operations and bookkeeping
• Experience in event and meeting planning
• Experience with managing IT support services
• Ability to lift 30 lbs. (moving packages, office and computer equipment, etc)

Personal attributes:

• Excellent organizational skills and detail-oriented
• Good communication skills
• Must be able to exercise independent judgment
• Ability to work well under pressure and multitasking essential
• Team player with strong work ethic
• Ability to prioritize workload effectively
• Ability to consistently meet deadlines
• Friendly, professional demeanour
• An interest in, and a personal commitment to, environmental sustainability
• Ability to recommend improvements to systems and procedures
• Ability to work with minimal supervision and direction

Reports to: Regional Director - Americas

Compensation: $45,000-55,000/year depending upon experience and background. MSC offers a full range of benefits including health, dental, and disability insurance coverage.

Working hours: 40 hours per week, 8 a.m. to 5 p.m., with some flexibility for occasional evening and weekend hours required. 15 days leave per year in the first year, plus U.S. legal holidays.

To Apply:

Please email your resume and cover letter with Executive Assistant/Office Manager in the subject line.  Application review will begin February 20, 2009 with a desired start date of March 1.

The MSC is an equal opportunity employer.