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Administrative Coordinator

2 months ago

Arlington, Virginia, United States National Council on Aging Full time
National Council on Aging

At the National Council on Aging (NCOA), we are dedicated to ensuring that every individual can age with dignity and purpose. Our mission is to enhance the lives of 40 million older adults by 2030. We are committed to fostering a culture of equity, excellence, and innovation, and we prioritize a work environment that values work/life balance and flexibility.

The Executive Assistant plays a pivotal role in supporting the Chief Executive Officer and is integral to the smooth operation of the Executive Office. This position entails providing high-level administrative assistance and managing various clerical and organizational tasks essential to our mission. The ideal candidate will be self-driven, professional, and adept at managing multiple priorities in a fast-paced nonprofit setting.

POSITION OVERVIEW

The Executive Assistant serves as a vital resource for the CEO, ensuring efficient business operations and administrative support. This role requires a candidate with a minimum of three years of relevant experience and a bachelor's degree or equivalent. The individual must demonstrate the ability to exercise judgment within their responsibilities and work under some supervision.

KEY DUTIES

  • Deliver comprehensive administrative support, including managing calendars, drafting meeting agendas, composing correspondence, organizing travel itineraries, and preparing background materials for CEO meetings.
  • Coordinate scheduling for Executive Team meetings and retreats, manage calendar invitations, and provide logistical support for Board and committee meetings, including drafting agendas and assembling Board Books.
  • Act as the official recorder for Board meetings, ensuring accurate minutes are prepared for Board actions.
  • Maintain up-to-date contact information for Board members and key external contacts in relevant databases.
  • Collaborate with the Chief of Staff and Executive Team members to facilitate CEO outreach and communication with external partners.
  • Undertake additional responsibilities as assigned.

PROFESSIONAL REQUIREMENTS

  • Bachelor's degree or equivalent experience.
  • At least three years of experience supporting executive leadership, preferably in a nonprofit or membership organization.
  • Experience in administrative support for board activities.
  • Strong interpersonal skills with the ability to foster relationships and provide exceptional service.
  • Excellent written and verbal communication abilities.
  • Strong analytical skills and the capacity to utilize data in decision-making.
  • Exceptional organizational skills, with the ability to manage multiple tasks in a fast-paced environment while maintaining attention to detail.
  • A resourceful team player who can also work independently.
  • Ability to handle sensitive information with discretion and integrity.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Commitment to diversity and inclusion in the workplace.
  • Alignment with the mission and values of NCOA.

WORK ENVIRONMENT

The work environment is typically moderate in noise level, and reasonable accommodations may be made for individuals with disabilities to perform essential functions.

BENEFITS

  • Comprehensive medical, dental, and vision insurance.
  • Paid vacation, sick leave, and other types of leave.
  • 403(b) retirement plan.
  • Flexible hybrid work options.
  • Additional benefits available.

NCOA is an Equal Employment Opportunity Employer and champions Diversity, Equity, and Inclusion.