Manager, Administration

2 months ago

Arlington, Virginia, United States Conference of Minority Transportation Officials Full time

ABOUT COMTO

Founded in 1971, the Conference of Minority Transportation Officials (COMTO) was created to provide a forum for minority professionals in the transportation industry. Our mission is to ensure opportunities and maximum participation in the industry for minority individuals, businesses, and under-resourced communities, through advocacy, training, and professional development. With 40 chapters across North America, COMTO's membership includes thousands of transportation agencies, private sector corporations, non-profit organizations, and small businesses representing professionals at all levels within all modes of transportation. COMTO is known as the voice of equity in the transportation industry.

POSITION DESCRIPTION

The Manager, Administration oversees the administrative functions of office operations and serves as the Executive Assistant to the President & CEO. With elevated access to the full picture of operations and as a highly visible representative of the organization, the Manager, Administration will support executive meeting scheduling, travel, board administration, and outreach to key stakeholders. This role also supports the implementation of internal policies and procedures in alignment with executive leadership. This description is not intended to be an all-inclusive list of duties.

KEY RESPONSIBILITIES: EXECUTIVE SUPPORT TO THE PRESIDENT & CEO

Meeting Coordination: Schedule, coordinate, and manage executive meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items.

Travel Arrangements: Organize and manage travel logistics for the President & CEO, including booking flights, accommodations, and transportation.

Calendar Management: Maintain the President & CEO's calendar, ensuring optimal time management and prioritization of appointments.

Correspondence: Handle and prioritize incoming communications, including emails, calls, and mail, and draft responses on behalf of the President & CEO.

Document Preparation: Prepare presentations, reports, and other documents as needed for executive meetings and communications.

Stakeholder Engagement: Facilitate communication and engagement with key stakeholders, including board members, industry partners, and other external contacts.

KEY RESPONSIBILITIES: OFFICE OPERATIONS

Office Management: Oversee daily office operations to ensure a smooth and efficient working environment.

Policy Implementation: Support the development and implementation of internal policies, procedures, and administrative systems.

Resource Management: Manage office supplies, equipment, and resources, ensuring availability and proper functioning.

Vendor Coordination: Liaise with vendors and service providers to manage contracts, negotiate terms, and ensure high-quality service delivery.

Record Keeping: Maintain accurate records and files for the organization, including confidential and sensitive information.

KEY RESPONSIBILITIES: BOARD-LEVEL COMMITTEE SUPPORT

Board Administration: Coordinate and support board meetings, including scheduling, agenda preparation, minute-taking, and distribution of materials.

Committee Liaison: Serve as the primary point of contact for board-level committees, facilitating communication and coordination of activities.

Event Planning: Assist in planning and organizing board-related events, such as retreats, annual meetings, and special sessions.

Documentation: Ensure timely and accurate documentation and archiving of board and committee activities.

WORK ENVIRONMENT

Location: Hybrid work environment with a primary office location in Arlington, VA.

Physical Requirements: Ability to sit for extended periods and work on a computer. Occasional lifting of office supplies and equipment may be required.

This position description outlines the essential duties and responsibilities of the Manager, Administration. Additional tasks may be assigned as necessary to support the organization's objectives.

IDEAL QUALIFICATIONS

Experience: Minimum of 5 years of experience in an administrative or executive support role, preferably within a nonprofit or similar environment.

Education: Bachelor's degree in business administration, management, or a related field is preferred.

Skills:

Exceptional organizational and time management skills.

Strong written and verbal communication abilities.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.

High level of discretion and confidentiality.

Ability to multitask and prioritize effectively in a fast-paced environment.

Strong interpersonal skills and the ability to interact with a diverse range of stakeholders.

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