Administrative Coordinator, US

POSITION: Administrative Assistant, US

REPORTS TO

Operations Lead

SUPERVISORY RESPONSIBILITIES

N/A

LOCATION

Remote/home-based in the Washington, DC metropolitan area with the ability to travel to RAP’s DC office at least once per week for mail handling and check runs. Additional onsite presence may be required for leadership meetings, staff convenings, board activity, or vendor coordination.

JOB SUMMARY

The Administrative Assistant, US is responsible for ensuring the smooth, professional, and reliable functioning of RAP’s DC office while supporting broader organizational operations in a hybrid, globally distributed environment. This role serves as the primary operational presence for the US hub and acts as a key partner to colleagues across Operations, Finance, HR, IT, and leadership.

This role serves as both a local onsite coordinator for weekly office needs and a global administrative support resource for virtual operations. The Assistant supports core office functions, employee experience activities, and basic HR processes, including recruitment coordination, onboarding, and staff support.

The role focuses on execution, coordination, and service delivery, working closely with the Operations and HR teams to support staff across multiple locations and time zones.

ESSENTIAL FUNCTIONS

Office Support and Onsite Coordination

• Visit the office at least once per week to check and distribute mail and receive deliveries
• Set up meeting rooms, coordinate catering, and support onsite events as needed

Global Administrative and Virtual Operations Support

• Provide day-to-day administrative support to a globally distributed team across time zones
• Coordinate virtual meetings, scheduling logistics, and shared calendars as needed
• Support documentation, tracking tools, and administrative workflows used across teams
• Maintain organized digital filing systems and shared resources (e.g., SharePoint, Monday, etc.)
• Assist with internal communications, staff updates, and distribution of key information

Recruitment and Onboarding Support (coordination level)

• Support recruitment processes by coordinating interview scheduling, candidate communications, and logistics
• Track candidate pipelines and maintain recruitment documentation
• Assist with preparing offer and onboarding materials
• Coordinate onboarding schedules for new hires, including orientation sessions and introductions
• Ensure new hires receive necessary equipment, access, and basic office or virtual setup support
• Maintain onboarding checklists and follow up on completion of required steps

Employee Experience and Staff Support

• Support employee experience initiatives such as team meetings, staff events, and engagement activities (virtual and in-person)
• Assist with coordination of staff gatherings, retreats, or internal convenings
• Serve as a point of contact for general staff administrative questions
• Help maintain a welcoming, organized, and responsive office and virtual environment
• Support recognition efforts, internal milestones, and basic staff communications
• Gather feedback informally and escalate trends or concerns to Operations or HR

Vendor and Facilities Coordination

• Coordinate with vendors (cleaning, building management, courier services) as directed
• Submit service requests and follow up on routine issues
• Track invoices and submit to Finance for processing
• Maintain vendor contact lists and documentation

Mail, Shipping, and Office Logistics

• Manage incoming and outgoing mail and shipments
• Coordinate courier services and package tracking
• Maintain logs of key deliveries or official correspondence as needed

Cross-Functional Support

• Partner with HR on onboarding logistics and employee support processes
• Coordinate with IT for basic equipment setup and troubleshooting requests
• Provide administrative support to Operations and HR projects as assigned

Cross-Office and Global Backup

• Provide backup support to the counterpart office (DC or Brussels) to ensure continuity
• Follow standardized global procedures to ensure consistency across locations
• Support coordination across offices for meetings, staff visits, and shared initiatives

CORE COMPETENCIES

• Experience supporting hybrid or remote teams preferred
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and follow established processes
• Strong communication and interpersonal skills
• Proficiency in Microsoft Office and collaboration tools
• Ability to work independently within defined responsibilities

MINIMUM QUALIFICATIONS

• Associate or Bachelor’s degree, or equivalent experience
• 3+ years of administrative, HR coordination, or office support experience
• Professional communications ability in English

Preferred

• Additional global languages

PHYSICAL DEMANDS

This role is primarily performed in a remote/home office environment with regular work at RAP’s DC office. The role requires the ability to remain stationary for extended periods, operate standard office equipment, move about an office setting, and occasionally lift or move light office materials and packages. Reasonable accommodations will be provided in accordance with applicable law.

RAP’S COMMITMENT TO JUSTICE, EQUITY, DIVERSITY AND INCLUSION

RAP team members are hired and compensated based on job-related qualifications and abilities. We strive to provide a work environment that allows our team members to feel safe and respected. We value the dignity and worth of each individual and do not tolerate any form of employment discrimination, including harassment, and any mistreatment due to race, color, sex, gender, age, religion or religious creed, national origin, ancestry, citizenship, marital status, sexual orientation, gender identity, gender expression, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by law.

RAP provides reasonable accommodation to qualified individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws. If you need to inquire about accommodation or need assistance with completing the application process, please email hr@raponline.org

COMPENSATION AND BENEFITS

The compensation range is set at $48,000-55,000.00.

Final salary will be determined based on factors including years of relevant experience, depth of subject matter expertise, demonstrated impact, and organizational needs. In addition to base salary, RAP offers a competitive benefits package for US-based employees, which includes a healthcare stipend, generous paid time off and holidays, 5% retirement match and flexible work arrangements to support employee wellbeing and work-life balance.

RAP offers a competitive benefits package for US-based employees, which includes a healthcare stipend, generous paid time off and holidays, 5% retirement match and flexible work arrangements to support employee wellbeing and work-life balance.