Executive Office Manager

POSITION SUMMARY:

The Executive Office Manager plays a crucial role in supporting the CEO, Executive Office, and Board of Directors, ensuring the effective facilitation of governance and the professional operations of the Association. This position oversees the day-to-day functions of the AOTA Headquarters and Executive Office, including managing key administrative tasks, calendaring, and serving as the main point of contact for internal and external stakeholders. The Executive Office Manager is also responsible for coordinating essential office operations and providing high-level support to the CEO and professional staff.

WORK ENVIRONMENT (Hybrid):

• This position requires a minimum of three days per week at AOTA’s brand new headquarters in Bethesda, Maryland. The incumbent must be available to be on-site when the CEO and Board of Directors are present, when there is an on-site meeting scheduled, and as needed to manage office responsibilities.

POSITION SPECIFIC DUTIES:

Executive Office Support:

• Directs and prioritizes the workflow of the Executive Office.
• Manages the day-to-day functions and activities of the Executive Office, including internal and external communications, interface with internal and external stakeholders.
• Performs highly confidential duties that require full knowledge of the organizational policies and operations.
• Regularly required to resolve complex administrative problems independently.
• Tracks the status of key initiatives and manages update reports to the Board.
• Manages and supports the schedules of the President and CEO, ensuring efficient use of their time and seamless coordination of meetings and appointments.
• Provides technology support for the onboarding and offboarding of staff, coordinating equipment distribution and equipment retrieval.
• Responsible for coordinating visitor badges, staff key fobs, and serving as the main point of contact for facilitating staff badges.

Board of Directors and Governance Support:

• Provides executive support under limited supervision to the Board of Directors and other governance groups in key operational & administrative activities.
• Manages the development and organization of materials for Board meetings, including tracking reports from appointed groups, governance bodies and website updates.
• Manages a master plan of governance functions, activities and website updates in collaboration with the Director of Governance.
• Annually updates Board (Orientation) Guide.
• Manages the Board online portal and trains Board members on its uses.
• Performs other duties as assigned.

Administration Management:

• Oversees the operation of the Administration Center including the mail room, copying, supplies and related production and distribution.
• Negotiates with potential and existing vendors for assorted services to ensure that AOTA receives the best market offering available given needs and budget constraints.
• Coordinates the preparation of mailings and handles the receipt of incoming mail, ensuring timely distribution to the appropriate staff.
• Coordinates the shipment of conference materials internally and externally.
• Ensures maintenance of office equipment – copier and postage machines.
• Oversees meetings setup and services, ensuring all necessary technology and materials are prepared and functional as well as room reservations.
• Oversees physical records management. Ensures compliance with records retention policy.
• Oversees the approval and coding of all Administrative Center incoming vendor bills through the A/P system, including expense reports.
• Responsible for inventory of all AOTA’s furniture. Handles all communications and arrangements for internal office changes and relocation.

EDUCATION/EXPERIENCE/SKILLS:

• Bachelor’s degree from an accredited institution in a related field.
• 4 to 6 years of related work experience in executive support, governance, association management and/or related field.
• A different combination of formal education and experience will be considered.
• Excellent technology skills, including Microsoft office, database utilization and website updates.
• Experience in governance.
• Time management.
• Strong attention to detail and a commitment to quality.
• Ability to collaborate effectively by building relationships across all departments and levels.
• Must demonstrate good judgement and mature business skills, a high level of organizational and time management skills, and flexibility in competently juggling competing priorities and changing expectations.
• Skilled in critical thinking, analysis, and determining project direction.
• Excellent written and oral communication skills.
• The position exercises moderate influence upon the actions or operations of others and has a moderate impact on the activities of AOTA.
• Requires moderate problem solving, judgment and/or innovative thinking to accomplish very broadly defined and/or technically complex responsibilities of the position. The work may involve the development of recommendations for the division/department goals and projects. Receives broad work direction and objectives. Broad latitude is given to determine approaches, procedures, and methodologies for accomplishing the work of self and others. Receives administrative review.
• Model the AOTA culture values throughout the workplace and employ them in all interactions with peers, direct reports, managers, volunteers, members, and other stakeholders.
• Actively address components of workplace culture that impede organizational and individual effectiveness of your direct reports in a manner consistent with the organization’s values.

CORE COMPETENCIES (All AOTA Staff):

• Communication: Clearly conveys and receives information and ideas through a variety of media; conveys to individuals or groups in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback and receives with respect and open mindedness. Keeps others informed as appropriate; demonstrates good written, oral, and listening skills.
• Planning and Organizing: Organizes work, sets priorities, and determines resources required; determines necessary sequence of activities needed to achieve goals in a complete and timely manner.
• Process Management: Uses industry best practices to control and maintain effective business processes.
• Customer/Member Focus: Makes internal and external colleagues/customers/members and their needs a primary focus of one’s actions; shows interest in and understanding of the needs and expectations of internal and external customers (including direct reports and supervisors and management); gains customer/member trust and respect; meets or exceeds customer/member expectations.
• Teamwork: Participates as an active and contributing member of a team to achieve team goals. Works cooperatively with other team members, involves others, shares information as appropriate, and shares credit for team accomplishments.
• Ethics Knowledge: Possesses a clear understanding of the boundaries of acceptable activity within one’s sphere and acts to ensure that the organization’s interactions with outside organizations remain above reproach.
• Technologies: Keeps up with the evolution of technology as needed to address business needs.

AOTA Culture Values:

At AOTA, we believe excellence occurs when:

• Trust and respect are incorporated into decisions at all levels.
• AOTA invests in its employees; and
• Responsibility and accountability for work are fairly assigned.

We believe that:

• Autonomy and empowerment are essential to satisfaction and productivity.
• Creativity and innovation only improve projects and outcomes; and
• Diversity and inclusivity are essential to success.

EOE Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.