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.