Job Details
The Choice Inc is managing a direct hire search for an Executive Office Manager for our client, a well-regarded association for public health practitioners.
This role will support the day-to-day needs of both the executive team as well as office management needs for their Alexandria office location. Responsibilities encompass a wide array of tasks, including clerical and administrative duties, report and presentation preparation, correspondence management, meeting coordination, conference call arrangements, and travel logistics.
We are seeking candidates with the following:
- At least three years of administrative support experience for senior level staff members. Some experience with office management functions preferred
- Bachelor s degree preferred
- Previous experience with an association or nonprofit organization
- Must be able to work an in office/hybrid schedule in Alexandria office. The first 90 days will be fully in person, then will transition to a hybrid schedule of 3 days a week in the office.
Job Duties will include:
- Provide administrative support to the Executive Office, DC-area Senior Management, and other leadership, including assistance with special projects.
- Arrange air and ground transportation, lodging, and travel reimbursements for the Executive Office, Senior Management, and selected volunteers as required.
- Prepare travel and expense reports; assist in reviewing and processing monthly general ledger reports.
- Organize DMV-area meetings and events, including assisting with events, preparing presentations and reports, creating agendas, confirming attendance, making necessary travel and lodging arrangements, and coordinating meal catering.
- Schedule and coordinate conference rooms for external visitors and staff meetings
- Collaborate with HR and IT staff to facilitate HR functions as needed, including coordinating interviews, staff onboarding and offboarding, and basic IT/computer setup.
- Manage office supply and equipment inventory, as well as incoming and outgoing mail, to support daily operations of the office.
- Coordinate maintenance schedules and liaise with building vendors as necessary in collaboration with the building and infrastructure team.
- Facilitate financial processes by reconciling, coding, and processing invoices and other financial documents.