EXECUTIVE ADMINISTRATIVE ASSISTANT

HOPKINS HOUSE-A CENTER FOR CHILDREN AND THEIR FAMILIES; Alexandria (VA); On-site; USD 25,000 - 36,000; Part time

Job summary

Hopkins House in Alexandria, VA seeks a part-time Executive Assistant to support the Vice President/Chief Operating Officer with clerical and administrative tasks. This role is 15–20 hours per week and requires proactive, resourceful individuals who can anticipate needs.

Key duties include calendar management, correspondence, HR support in BambooHR, student enrollment coordination in Brightwheel, and processing records.

Qualifications

• High school diploma or GED required; some college coursework preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database tools.
• Excellent written and verbal communication; ability to multitask and meet deadlines.

Responsibilities

• Executive Support: Manage VP/COO calendar, meetings, and correspondence; oversee Central Office budget; liaise with internal staff and external stakeholders; handle mail/packages; answer calls.

Skills

Microsoft Office

Word

Excel

PowerPoint

Outlook

Database management

Communication skills

Organizational skills

Interpersonal skills

Proactive attitude

Education

High school diploma or GED

Some college coursework

Tools

BambooHR

Brightwheel

Job description

JOB SUMMARY:

The Executive Assistant is a part-time position working approximately 15–20 hours per week, reporting tothe Vice President/Chief Operating Officer. This individual provides general clerical support. The ideal candidate is proactive, resourceful, and skilled at anticipating needs and initiating tasks, with a strong ability to manage and coordinate executive staff related responsibilities.

KEY RESPONSIBILITIES:

Executive Support:

• Provide administrative support to the Vice President/COO, including managing his/her calendar, scheduling meetings, and handling correspondence.
• Maintain and oversee the Central Office budget.
• Serve as the primary liaison for the Vice President/COO to internal staff and external stakeholders, ensuring timely and professional communication.
• Receive and distribute mail and packages delivered to Central Office.
• Receive and direct telephone inquiries and requests.

Human Resources Support:

• Screen employment applications for minimum qualifications.
• Schedule interviews and communicate with applicants.
• Conduct reference checks and coordinate pre-employment background screenings.
• Schedule new employee onboarding, orientation, and required training.
• Maintain accurate electronic and paper personnel records in BambooHR, the employee database, and employee rosters.
• Assist with coordinating employee recognition and appreciation activities.

Student Enrollment Coordination:

• Receive and review student enrollment applications for completeness, following up with families regarding missing information or required documentation.
• Collect and organize required student records, including immunization records, health forms, emergency contacts, and other documents required for admission.
• Maintain accurate, confidential student enrollment records and update student information in Brightwheel, the student database.
• Collect and input data for monthly Service Data Report.
• Coordinate orientation activities and distribute parent handbooks, Academy policies, calendars, and other information to newly enrolled families.

MINIMUM EDUCATION REQUIREMENT:

• High school diploma or GED required; some college coursework preferred.

YEARS OF RELATED WORK EXPERIENCE:

• Previous office or administrative experience preferred but not required.

RELATED REQUIREMENTS:

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management tools.
• Communication Skills: Excellent written and verbal communication skills, including editing, proofreading, and drafting correspondence.
• Organizational Skills: Exceptional ability to multitask, prioritize tasks, and manage competing deadlines efficiently.
• Interpersonal Skills: Strong diplomacy, tact, and professionalism when working with high-level stakeholders and sensitive information.
• Attributes: A self-starter with a proactive approach, attention to detail, and the ability to anticipate needs and provide solutions.
• Confidentiality: Proven ability to handle confidential information with discretion.

BENEFITS:

Hopkins House offers a wide range of generous employee benefits. To see the full list of benefits offered to Hopkins House employees, click here: EMPLOYEE BENEFITS