Office Assistant

Organization Overview

American Friends of the Alexander von Humboldt Foundation is the professional partner in the United States of the Alexander von Humboldt Foundation. Founded in 1999, American Friends promotes networking, exchange, and creative collaboration among scientists, scholars, artists, and other professionals in the United States and Germany, consistent with the goals of the Alexander von Humboldt Foundation. Its current core activities are to identify outstanding US scholars and professionals who might benefit from research experience in Germany, to cultivate and support the community of over 5,000 “Humboldtians” – alumni of the AvH – in the United States, and to maintain contacts to the US science and science policy communities in the United States in service of its mission and goals. American Friends is currently implementing a strategic plan, which calls for the development of new programs to engage alumni and to raise the profile of the organization and its German partner as resources on the globalization of the research and the reshaping of the US research landscape.

Position Description

American Friends seeks a detail-oriented, entry-level professional with an interest in transatlantic scholarly and scientific cooperation to help efficiently manage office operations, provide administrative support for the Board of Directors, and assist the President and staff. As part of a small, efficient team, the Office Administrator will learn about multiple areas of non-profit administration, operations, and programs. This position allows an entry-level candidate the opportunity to acquire a diverse set of transferable skills and broad knowledge about the effective organization of a not-for-profit office.

Position Responsibilities

Reporting to the President, the Office Assistant is responsible for maintaining a functioning and stable office environment. Among the key responsibilities:

  • Maintain supplies and office records; coordinate maintenance of office and office equipment; liaise with building management
  • Serve as primary staff liaison to service providers of network and database support, and of the organization’s online Board portal
  • Manage data on alumni and other contacts
  • In coordination with AF staff, prepare invoices for processing, support the preparation of the annual operations budget, and help to process donations
  • Serve as the first point of contact for those seeking information or assistance
  • Make logistical arrangements for the tri-yearly Board of Directors meetings and provide administrative support to the Board of Directors, including through an online Board portal; assist with final preparation of Board meeting materials
  • Assist the President in booking and maintaining a calendar of meetings, conference calls, and travel arrangements
  • Update web pages corresponding to staff and Board of Directors; assist staff in editing other online content
  • Perform other duties and tasks to meet organization’s needs


The ideal candidate will have the following qualifications:

  • Bachelor’s Degree required
  • Experience in a professional office setting
  • Strong attention to detail
  • Self-starter with the drive to initiate and follow through on office projects
  • Excellent written and oral communication skills
  • Knowledge of database programs; experience with Salesforce preferred
  • International experience and ability to work in a cross-cultural context
  • German language beneficial
  • Interest in transatlantic relations as well as scientific and professional exchange between the United States and Europe
  • Applicants must be US citizens or permanent residents

How to Apply

Email a cover letter describing your interest in the position, relevant experience and qualifications; a resume; and three references with contact information to No phone inquiries, please.

Application Deadline – August 9, 2013