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Office Manager/Executive Assistant

Washington, District of Columbia, United States
November 17, 2016

Title: Office Manager /Executive Assistant

Reports to: Director of Finance/Administration

Summary: The Office Manager/Executive Assistant will handle a wide range of administrative and executive support related tasks and will be able to work independently with minimal supervision. This person must be exceedingly well organized, flexible and energetic.

Valued Behaviors:

Working in the spirit of openness, learning and ongoing improvement

Highest level of performance and completion objectives

Flexibility and adaptation to the organization’s dynamic environment of ongoing change

Skills and Abilities Needed:

Considerable knowledge of effective office coordination and management techniques

Demonstrate ability to identify problems within an office and to develop feasible solutions

Interpersonal skills, including the ability to establish and maintain effective working relationships with others

Quality customer service skills

Ability to work effectively with a diverse staff and as part of a team

Ability to balance multiple responsibilities and function well under pressure

Demonstrate a sound work ethic

Excellent oral and written communication skills proficiency in intermediate computer skills, including word processing and spreadsheets

Ability to maintain a high level of accuracy in preparing and entering information

Ability to manage business application software and MAC computer systems maintenance and trouble shooting

Specific Areas of Responsibility:

Executive Director Support

Excellent calendar and management skills, including the coordination of complex executive meetings

Experience assisting management with the creation of PowerPoint presentations

Strong knowledge of MS Office including Word, Excel PowerPoint and Outlook

Experience scheduling travel arrangements

Answer phones and direct all incoming calls appropriately and efficiently

Assist with presentation materials

Review and summarize miscellaneous report and documents

Prepare outgoing mail as necessary

Priority and manage multiple projects simultaneously and follow through on issues in a timely manner

Arrange travel schedule and reservations

Work closely with the senior director’s to coordinate and launch hard copy or email campaigns to consultants, clients and potential candidates

Office Coordination

Responsible for general organization of HH’s office space

Order and maintain supplies and work closely with vendors to ensure competitive pricing

Assist in development of finance operating procedures, forms and systems

Asset Control of HH’s computers, projector, telephones, fax machines and copiers

Human Resources

Performs personnel administrative tasks, including coordinating and participating in the hiring and promotion process; supervising employee time and attendance records

Prepare the New Hire Package including tax forms, health benefit forms, and the employment eligibility form

Serve as the HH’s liaison with the Center for Nonprofit for employee benefits

Assist Director of Finance and Administration with Merit Increase letters and other letters related to promotions, salary changes, etc

4. Outreach

Offer support, and arrange business travel on an as needed basis

Complete other duties as assigned

Job Requirements

Bachelors degree in Business administration or related field preferred

3+ years Executive Assistance Experience

Excellent written and verbal communication skills

Ability to multi-task and work well under pressure

Experience working with HIV/AIDS service organizations or public health departments preferred

High quality customer service skills both in person and over phone/email

Ability to work effectively with a diverse staff and in team work groups

Detail oriented skills in billing and invoicing