Office Coordinator

Schedule: Full-time

Location: Washington, DC

The Center for European Policy Analysis (CEPA) is seeking a highly organized, dependable, and proactive Office Coordinator to support the daily operations of our Washington, DC office. The ideal candidate demonstrates strong organizational and interpersonal skills, takes initiative to solve problems, and ensures CEPA’s workspace remains efficient, professional, and welcoming.

The ideal candidate demonstrates emotional intelligence, discretion, collegiality, engagement, reliability, and exceptional organizational skills. A passion and interest in transatlantic relations are preferred.

This position is based in CEPA’s Washington, DC office and requires a consistent onsite presence. The Office Coordinator is expected to arrive before standard business hours to ensure the office is prepared for the day, including readiness of shared spaces, supplies, and hospitality areas. The role involves regular in-person interaction with staff, visitors, and vendors and requires professionalism, reliability, and attention to detail at all times.

Key Responsibilities:

• Coordinate day-to-day operations of the organization, including liaising with IT, A/V, and supply vendors and other external providers;
• Provide general office support including reception coverage, meeting room setup, office supplies inventory, and communication with building management as needed;
• Ensure daily office readiness, including maintaining clean and organized common areas, unloading and loading the dishwasher, restocking supplies, and preparing the workspace before staff arrival;
• Work closely with the external affairs and executive teams to coordinate logistics for events, meetings, and other organizational activities;
• Work closely with the communications team to manage and update the CEPA website (e.g., posting job pages, updating bios, and other routine CMS edits);
• Process administrative requests and maintain shared administrative records.
• Track and process expenses and purchases in coordination with the Finance team to ensure timely and accurate reporting, meeting set deadlines and expectations;
• Triage staff IT support requests and support implementation of organizational IT and cybersecurity policies;
• Liaise with Human Resources to coordinate proper onboarding and offboarding protocols, including workspace, equipment, and account setup;
• Support CEPA’s internship recruitment, programming, and logistics;
• Coordinate travel for external guests, fellows, and speakers when appropriate;
• Help maintain the condition of the office and promptly arrange for any necessary repairs with the building and external vendors;
• Other duties as assigned.

Qualifications:

• Associate’s degree or equivalent combination of education and experience (typically 2–4 years in administrative, facilities, or operations roles);
• Demonstrated organizational and multitasking skills with strong attention to detail;
• Excellent communication and problem-solving abilities;
• Proficiency with Microsoft 365 (Outlook, Excel, SharePoint/OneDrive); familiarity with IT ticketing or office management systems preferred;
• Demonstrated professionalism and ability to maintain a polished, business-appropriate appearance in an office setting;
• Experience coordinating with vendors or working in nonprofit or think tank settings is a plus.

CEPA offers exceptional benefits that include:

• Competitive pay;
• Generous employer-subsidized health insurance;
• 401(k) Retirement Plan;
• Generous paid vacation leave, sick leave, personal leave and holidays.

About CEPA:

CEPA is a 501(c)(3) non-partisan organization, and its mission is to ensure a strong and democratic transatlantic alliance for future generations. Headquartered in Washington, DC and led by a new generation of leaders from both sides of the Atlantic, CEPA brings an innovative approach to the policy arena. Our cutting-edge analysis and timely debates galvanize communities of influence while investing in the next generation of leaders to understand and address present and future challenges to transatlantic values and principles.

Equal Opportunity:

CEPA is an equal opportunity employer. We prohibit discrimination and harassment based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including, but not limited to, hiring, recruiting, promotion, termination, leave of absence, benefits, and internships. CEPA makes hiring decisions based solely on qualifications, merit, and business necessity.

To be considered for the position, candidates must have the legal authorization to work in the United States.