Receptionist/Administrative Assistant 2025

FLSA STATUS: Non-Exempt

Pay Range: $23 to $25 per hour

SUMMARY:

American Councils for International Education is a premier, international nonprofit creating educational opportunities that prepare individuals and institutions to succeed in an increasingly interconnected and rapidly changing world. Through academic exchanges, overseas language immersion, data-driven research, and educational development programs, American Councils designs and administers innovative programs that broaden individual perspectives, increase knowledge, and deepen understanding. American Councils employs a full-time professional staff of over 400, located in the U.S. and in countries of Eastern Europe, Asia and the Middle East.

The Receptionist/Administrative Assistant in our Washington, DC Headquarters office is the first point of contact for our international array of visitors, callers and guests. Greeting each phone call and person in the friendliest manner and quickly connecting them with the appropriate party is always the priority. The Receptionist also assists callers and guests with a variety of administrative and logistical needs, responds to routine questions and inquiries, and performing other administrative tasks as assigned. This position reports to the Office Manager.

Primary Responsibilities Include:

Telephone:

• Answers incoming telephone calls and routes to appropriate party or voicemail
• Assists callers in identifying the appropriate party to whom the call should be directed
• Monitors and forward incoming fax and text/voicemail messages to relevant parties
• Assists callers with general questions about the organization and programs
• Operates reception telephone application and console, monitors its performance and reports problems to IT staff
• Provides reception phone operation training to backup staff

Reception:

• Greets visitors and alerts relevant American Councils staff
• Assists with and monitors Reception area activity on behalf of organization
• Maintain an organized and clean reception area

General Administration:

• Daily, using Sharepoint, maintains, updates and distributes general office information and lists, including the DC office staff phone/extensions, Program reference list, Mail distribution list, staff mail boxes name labels, ACIE Management Directory, etc.
• Checks American Councils' e-mail box and routes to the appropriate staff
• Placing business card orders
• Codes administration invoices and prepares check requests for payment
• Oversees the booking of the conference rooms through Outlook Room finder.
• Oversees the booking of the building's conference rooms on the 1^st floor through CommercialCafe app
• Mailing Services:
  
  
  
  • Receives (signs), sorts and distributes incoming and overnight deliveries( USPS registered and express mail, DHL, FEDEX, UPS) and notifies appropriate staff
  • Processes daily outgoing USPS shipments, as a mail machine operator
  • Checks American Councils' mailbox daily for incoming mails
  • Monitors courier and other deliveries to and from American Councils, notifies recipients about status
  • Prepares and update mailbox labels for new and current staffs
  • Assists staffs with mailing and shipment inquiries, supplies, and procedures
  
  
  
  

Other Support:

• Reports building maintenance issues (HVAC, lighting).
• Assists in the oversight and smooth operation of administrative services during the absences and vacations of other administration staff
• Provides administrative support to the HR Director on a needed basis
• Provides backup for administration staff related to office supplies, mail, services and service calls for equipment repairs when administrative services staff are unavailable.
• Assists with building maintenance issues during absences of administration staff
• May be required to come in early or stay after business hours to support organizational events on occasion

BENEFITS

This position is eligible for healthcare benefits.

American Councils is committed to providing employment opportunities for all individuals, in accordance with current federal regulations. Our focus is on ensuring that all individuals have equal access to employment and advancement opportunities based on merit. American Councils' commitment to employment opportunity is driven by federal requirements, including Section 503 of the Rehabilitation Act (supporting individuals with disabilities) and the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) (protecting covered veterans). We also ensure our employment practices comply with all applicable regulations, including E-Verify requirements for work eligibility. We are dedicated to fostering a workplace where all individuals have the opportunity to succeed and grow, in full compliance with federal law.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.