Administrative Assistance | Finance Specialist | Washington, DC

Job DescriptionJob DescriptionJob OverviewWe are seeking a highly organized and detail-oriented Administrative Assistant – Finance Specialist to provide comprehensive administrative, financial, and project coordination support across the organization. As part of a nonprofit organization, this role plays a key part in supporting office operations, finance activities, customer service, and project execution, while contributing to the development and growth of the company’s programs and business lines.Main responsibilities:Perform general office administration tasks and support daily operationsProvide administrative support to finance, project management, and leadership teamsAssist with accounts payable/receivable, invoicing, expense tracking, and reconciliationsMaintain accurate financial records, reports, and documentationCoordinate meetings, calendars, travel arrangements, and internal communicationsProcess shipping, receipts, and vendor communicationsAssist customers with service-related inquiries and provide follow-up supportMaintain organized filing systems and up-to-date employee recordsSupport employment-related documentation (contracts, evaluations, etc.)Coordinate document preparation, review, and signature processesEnter and track project data, develop reports, and distribute to stakeholdersCreate project folders, proposal packages, and presentationsCoordinate resources, schedules, and activities across multiple projectsDevelop, update, and maintain internal documentation (policies, procedures, reports, metrics)Assist in budget tracking and financial data entryMaintain inventory of office supplies and support office maintenanceSupport training coordination and professional development initiativesAssist in marketing content creation (e.g., Canva)Prepare and deliver periodic reports on progress and metricsSupport the implementation of new policies and continuous improvement initiativesCollaborate on special projects and perform additional duties as assignedGeneral requirements:Fluent in Spanish and English (spoken and written).Proficient in Microsoft Office 365 (Teams, Share Point, Outlook, Excel, Word, Power Point).Experience with Canva.Organizational skills, attention to detail, ability to manage multiple tasks, set priorities, and be able to meet deadlines.Excellent verbal and written communication skills.Experience in project coordination (preferred).Education Requirements:Bachelor’s degree in business administration, Finance, Secretarial Science, or a related field.A combination of education and relevant experience can be considered.Experience Requirements:2+ years of experience as an Administrative Assistant, Project Coordinator, Finance Assistant, or similar roleProven experience in highly confidential environments.Experience in highly regulated industries, such as pharmaceuticals. Physical requirementsAbility to sit for long periods of time.Light physical activity may be required occasionally.You should be able to visit field locations as needed.Must be able to use personal protective equipment (PPE) when required.Ability to perform in diverse industrial environments.