2003 Office Services Assistant

Washington, District of Columbia, United States | HR-OS | Full-time


Office Services Assistant, Office Services - (Job #2003)

National Endowment for Democracy (NED)

Washington, D.C.


The National Endowment for Democracy (NED), a federally funded, private, nonprofit grant making organization that works to support freedom around the world, seeks an Office Services Assistant for the Office Services team. This position is based in Washington, D.C.

Position Summary:


The Office Services Assistant (OSA) will join the Office Services Team in providing excellent internal customer service to support all areas of the Endowment, to include photocopy support, office supplies, equipment maintenance, mailroom, room set-up and breakdown, and off-site storage coordination services.




  • Ensures a welcoming experience for all colleagues and guests while maintaining the necessary level of building security.
  • Provides timely support and resolution to Endowment employee’s service and supply requests.
  • Performs daily inspection and maintenance of office space and furnishings to maintain upkeep of facilities.
  • Acts as liaison between Endowment and building maintenance staff, communicate and coordinate with cleaning staff when necessary.
  • Maintains mechanic’s list of tasks, follow up to ensure completion of tasks.
  • Meets the photocopying needs of all Endowment employees and ensures proper operation of the Xerox machine by performing preventative maintenance and bringing in service technicians.
  • Ensures that kitchen and office supplies are available by taking inventory and stocking or ordering supplies when needed.
  • Handles orientations for new employees to office services and processes new identification pictures and badges.
  • Partners with vendors to replace supplies, at a low cost to the Endowment, and schedules maintenance on equipment as needed.
  • Ensures that staff receive quality mail services by processing and distributing daily incoming and outgoing mail quickly, tracking, maintaining and reporting postage levels in the meter.
  • Researches the best cost effective method of shipping packages.
  • Monitors the monthly kitchen calendar, the monthly facilities calendar, and the monthly floor plan.
  • Coordinates off-site file storage, maintains an up-to-date log of stored materials, prepares boxed files to be stored, and schedules storage deliveries and retrievals.
  • Serves as a resource to reduce work overload in other departments by assisting with special projects and miscellaneous errands.
  • Assists with internal office moves and relocating of furniture and office supplies.
  • Assists with the set-up and breakdown of conference rooms for events.
  • Assists with Audio Visual equipment, when needed.
  • Serves as backup for the front-desk office administrator during breaks and vacations.
  • Contributes to the Endowment’s Service Excellence initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a "can do" attitude to internal staff/departments of the Endowment as well as visitors, guests and vendors via electronic and print correspondence, over the telephone and in-person.
  • Other duties and special projects as assigned.





  • Knowledge/Experience:
    • High School Diploma or GED.
    • 2+ years' of office experience required.
  • Other Qualifications:
    • Physically able to lift boxes of office supplies, including paper, up to 50 lbs.
    • Basic knowledge of Microsoft Office.
    • Authorized to work in the United States.
  • Competencies:
    • Excellent oral and written communication skills in English.
    • Attention to detail and ability to multi-task, set priorities, and organize time efficiently.
    • Strong ability to be a team player and self-starter, comfortable in a supporting role, working independently, and in a multicultural environment.
    • Excellent customer service skills and a strong ability to work effectively with all levels of staff to build good working relationships.



Applications must include a cover letter, resume, desired salary, and contact information for three professional references.  Please, no phone call inquiries.  Direct questions to careers@ned.org  with 2003 OSA – YOUR NAME in the subject line. 

The NED is an Equal Opportunity Employer.  For more information, please visit our website at www.ned.org