Executive Office Manager

4 weeks ago

Alexandria, United States The Choice, Inc. Full time

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.

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