CAREERS

Part-Time Corporate Services Assistant – Washington D.C.

Location

Washington D.C.

We are looking for a part-time Corporate Services Assistant who will work during the afternoon five days a week, 1:00pm to 6:00pm. This role is designed to work in tandem with an office administrator who will work in the morning. It is expected that there will be a short handover each day, to ensure that the office always runs smoothly. The role will report to the Organizational Development Manager and the Global HR Manager.

This is a great internship opportunity for a student working toward an English, education, communications, or related degree, looking to utilize their skills in a professional office. This job is not limited to students, and could also be suitable for someone with skills in proof reading or editing looking for a part-time role.

Duties and Responsibilities

Administrative, HR, and Document Preparation Support (60%)

  • Prepare and set-up video and audio conference call facilities for staff meetings and other cross-office meetings
  • Provide support to staff in DC Office. This may include:
    • Assist in the preparation of client-ready documents, including proof-reading, formatting, and creating high-quality presentations with creative graphics
    • Assist with planning, coordinating, and organizing meetings, teleconferences, and videoconferences
    • Book flight or hotel reservation when required
    • Assist with travel documentation such as obtaining travel visas or renewing passports
    • Produce and deliver documents. Document production may include printing, copying, and binding documents produced in the office, liaising with printing companies in Washington to ensure documents are produced to the required standard when document production is outsourced, and sending documents to clients or associates by email, mail, or courier to ensure timely delivery
  • Prepare and distribute weekly staff meeting notes
  • Assist in electronic filing and archive system maintenance
  • Assist with annual social events: invitations, logistics, document production, et
  • New Hire induction support, including setting up workstations, administrative induction trainings etc.
  • Ad hoc HR administrative tasks as required

Reception (25%)

  • Maintain an efficient, neat, organized, and attractive reception, kitchen, and general office area
    • Following all Castalia procedural checklists
  • Welcome and receive visitors to the office and ensure they are directed to the relevant staff member(s)
    • Water/coffee service, organize food orders, equipment set-up, etc.
  • Ensure that all incoming and outgoing mail, shipments, and couriers are dealt with promptly and on-time to meet deadlines
  • Operate the Castalia telephone systems, directing calls to appropriate individuals as outlined in the reception manual
  • Maintain central records of all service providers to the Washington Office (for example, mail, courier, fax, copiers, printing and binding, office suppliers, and so on) when needed
  • Assist with updating and maintaining telephone lists and contacts database (via MS Outlook) as required.

IT Support (15%)

  • Managing IT Support for the Washington office, including liaising with OxygenIT
  • Maintain equipment register for all staff and spare equipment
  • Assist with providing staff with all necessary work-station equipment—setting up a laptop, wireless connections, etc.
  • Immediate technical problems will always take priority (i.e. server down, individual laptop issues) – Communicate with OxygenIT
  • Knowing where the wireless access point and the internet connection router is, and how to restart it
  • Knowing how to use the local administrator account
  • Knowing how to locate and direct staff to IT Knowledgebase in SharePoint.

Who we’re looking for

Required

  • Experience in document preparation, including proofreading, and formatting
  • Working toward, or have completed a degree in English, Education, Communications, or another related field
  • At least 1 year working in an administrative support role
  • High proficiency in Office Suites, particularly in Word, Outlook, and PowerPoint
  • Excellent written and oral communications skills
  • Works well in fast-paced environments
  • Positive, up-beat, and friendly attitude
  • Methodical, highly organized, and detail-oriented
  • Self-motivated and takes a high level of initiative
  • Growth-oriented
  • Results-driven and dependable
  • Handle multiple high-priority projects at once

Preferred

  • Experience working in a professional services firm, ideally a consulting firm
  • Experience supportive high-level executives and handling confidential materials
  • Experience editing using pre-designed templates

Remuneration

Remuneration will be negotiated dependent on skills and experience.

How to apply

If you’re interested in this position, please click the button below to fill out and submit your application form to us.

Only fully completed applications can be submitted. Please have the following information and documents ready:

  • Cover letter
  • Resume/CV
  • Two professional references
  • Transcripts (If applicable)

The deadline for applications is 15 May 2021.

Have a question?

Please let us know and we’ll get back to you as soon as we can.

How to apply

If you’re interested in this position, please click the button below to fill out and submit your application form to us.

Only fully completed applications can be submitted. Please have the following information and documents ready:

  • Cover letter
  • Resume/CV
  • Two professional references
  • Transcripts (If applicable)

The deadline for applications is 15 May 2021.

Have a question?

Please let us know and we’ll get back to you as soon as we can.

Interested in learning more?

Interested in learning more?

WASHINGTON, DC
+1 (202) 466-6790
1747 Pennsylvania Avenue NW, Suite 1200
United States of America

SYDNEY
+61 (2) 9231 6862
Suite 19.01, Level 19, 227 Elizabeth Street
Australia

AUCKLAND
+64 (4) 913 2800
74D France Street, Newton South
New Zealand

WELLINGTON
+64 (4) 913 2800
Level 2, 88 The Terrace
New Zealand

PARIS
+33 (0)1 84 60 02 00
64-66 Rue des Archives
France

BOGOTÁ
+57 (1) 508 5794
Calle 81 #11-08, Piso 5, Oficina 5-127
Colombia

Thinking for a better world.

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WASHINGTON, DC
+1 (202) 466-6790
1747 Pennsylvania Avenue NW, Suite 1200
United States of America

SYDNEY
+61 (2) 9231 6862
Suite 19.01, Level 19, 227 Elizabeth Street
Australia

AUCKLAND
+64 (4) 913 2800
74D France Street, Newton South
New Zealand

WELLINGTON
+64 (4) 913 2800
Level 2, 88 The Terrace
New Zealand

PARIS
+33 (1) 73 44 26 97
6 Rue Duret
France

BOGOTÁ
+57 (1) 508 5794
Calle 81 #11-08, Piso 5, Oficina 5-127
Colombia

Thinking for a better world.

Castalia-logo-negative-2col
PROJECTS        NEWS        BLOG        CONTACT
© Copyright 2019 Castalia. All rights reserved.
Terms | Privacy | Credits | Sitemap