Job Postings

Executive Assistant (FT Flex)

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Reston, VA
$60,000 - $60,000
Job Type
Direct Hire
Feb 27, 2018
Job ID
Nonprofit scientific and professional organization in Reston, VA seeks full-time flex Executive Assistant to support the CEO

Company: Nonprofit scientific and professional organization

Location:  Reston, VA
Job Type: Direct
Hours/Schedule: 35 hours/week, compressed schedule – work an extra hour every day for a 2 week period, receive every other Friday off, telework option – after 3 months of employment, up to 2x/week can be worked virtually

Rate:  $60K annual salary plus benefits

Job Description:  The Executive Assistant serves as the assistant to the Chief Executive Officer (CEO) to include overall management of the CEO office. In addition, the Executive Assistant serves as the staff liaison to the Board of Directors and House of Delegates and works in coordination with the CEO to manage these groups. The Executive Assistant also manages all administrative items associated with the Senior Director and general governance programs.

  • Manages the CEO office – including working directly with the CEO on special projects, working with the CEO to initiate and implement the new project, work with internal and external stakeholders to ensure that the project is moving forward, keep track of action items and areas needing attention and bring it to the attention of the CEO
  • Maintains Chief Executive Officer calendar
  • Manages special projects assigned by the Chief Executive Officer and Senior Director of Governance and Member Engagement (including special grants, committees, etc.)
  • Coordinates and manages the CEO’s travel arrangements including rental car/flight reservations and other travel inquires; prepare itinerary file for CEO prior to travel.
  • Coordinates travel and schedule for the leadership to attend various meetings (including flight arrangements, hotel and car services, if needed).
  • Attends Executive Board and National Council of Representatives, Board of Directors and House of Delegates meetings. Works with Management staff on logistics and on-site administrative tasks during the meetings.
  • Develops the Leadership schedules for industry meetings. This includes scheduling all leadership meetings and working with the director and/or CEO to develop the agendas for the meetings.
  • Manages the Board of Directors and House of Delegates including; agenda development (in coordination with the CEO), communication notices, meeting logistics, collecting information from staff, minutes, resolution follow-up.
  • Performs general administrative duties such as copying, shipping and processing of forms (RPA’s). Coordinates invoices and payment requires for the Governance Department. Orders supplies for the department.
  • Coordinates and schedules conference calls for the Senior Director and CEO.
  • Maintains and updates filing system for the department. Retrieves information from files when needed.
  • Distributes the mail to director and CEO. Opens and sorts the mail of the CEO and Director.
  • Reconciles American Express statements for leadership with submitted expense reports.
  • Performs other duties as assigned
  • Bachelor’s degree and/or five to ten years of high-level executive administrative experience
  • Multitasker, organized, knows how to manage a filing system, track incoming and outgoing correspondence and coordinates the flow of paperwork and email
  • Required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with organization's policy
  • Proficient with Microsoft Office Suite, iMIS, Informz, Full Circle Budget, Web-Ex, Access, CMS Plus
  • Very proficient in Outlook
*This position will travel at least two times a year (Mid-Winter and Annual Meetings) as well as travel locally at least two times a year (spring and fall board meetings)