Executive Assistant - Temporary

NCCF; Bethesda (MD); On-site; USD 47,000 - 63,000; Full time

Job summary

The National Center for Children and Families in Bethesda, MD seeks an Administrative Support Specialist to assist the Executive Director, manage calendars, coordinate travel, handle correspondence, and maintain files.

This 60-day assignment may extend based on performance and agency need; the role requires strong interpersonal skills, attention to detail, typing 70 wpm, and the ability to work with staff, board members, and donors.

Qualifications

• AA or BA degree and two years’ related experience or equivalent.
• Knowledge of principles and practices of administrative work and organizational behavior.
• Exceptional interpersonal communication skills, well-groomed presentation, and strong team work ability.
• Participates as a member of the Executive Management Team for agency-wide problem solving, decision making, planning and evaluation of agency programs and policies.
• Ability to type 70 wpm, without error, and demonstrated computer skills.
• Ability to relate appropriately and consistently to staff, Board members and donors under demanding, stressful and fast-paces circumstances.
• An attitude compatible with the goals and purposes of The National Center for Children and Families.

Responsibilities

• Regularly greets visitors and handles telephone inquiries with tact and diplomacy.
• Maintains Executive Director’s calendar and arranges travel and meetings.
• Receives and organizes correspondence and data from files and records.
• Maintains files for the Executive Director and Board of Trustees.
• Prepares and formats letters, reports, and memos for signature and filing.
• Oversees front desk reception and switchboard coverage and supports administrative staff.
• Manages mailroom, courier services, and office supply requests.
• Reconciles the agency credit card and monitors related invoices.

Skills

Administrative support

Interpersonal skills

Typing 70 wpm

Communication

Education

AA or BA degree

Tools

Microsoft Office

Job description

This position is offered for a 60 day period and may be extended based on performance and agency need.

Position Purpose

Responsible for providing administrative support to effectively facilitate the professional activities of the Executive Director.

Essential Duties and Responsibilities

• Regularly receives visitors and telephone calls, determining nature of business, exercising exceptional tact, diplomacy, and keen judgment. Ensures appropriate and timely access of internal and external stakeholders to the Executive Director and related public relations. Personally provides answers to inquiries based on general knowledge of organization’s functions, planned and accomplished activities, or on information available from office files and records; refers matters of consequential nature to the Executive Director or, as may be appropriate, takes and conveys messages.
• Maintains Executive Director’s calendar schedules and reschedules appointments as required, and makes travel arrangements when necessary. Arranges for conferences, meetings, and visits, inviting and infirming participants on subject matter, relaying pertinent information and administrative instructions, obtaining data and preparing reports for proceedings or minutes, as indicated.
• Receives and reads all incoming correspondence and action documents, segregates by subject matter and urgency, and dates all materials; obtains pertinent data and facts from key organization personnel, organization files and records.
• Establishes and maintains working files for the Executive Director to include: fiscal, programmatic, and personnel communications, as well as the formal files of the Board of Trustees. Annually reviews file systems and computer databases for recommendation of shredding or deletion.
• Assists Operations Manager in collecting, preparing and providing information to the Board of Trustees.
• Prepares and types organizational correspondence, letters, reports, statistics, memos, and other related textural and tabular material based on brief verbal notes or rough drafts as supplemented by data and information contained in office files and precedents. Is responsible for selection of proper format, spelling, syllabification, grammar, etc.
• Presents finalized material to Executive Director for signatory approval, release, dissemination and filing.
• Oversees supervision of Administrative staff regarding front desk reception and switchboard coverage, as well as ensuring operational efficiency of their administrative functions.
• Oversees mailroom sorting and distribution and courier/FedEx services
• Serves as point of contact for office supply requests/inventory for the Agency. Monitors and approves supply related invoices and expenses and deliveries.
• Serves as second point of contact for facility supplies, in line with Agency’s guidelines to reduce cost and waste, along with the Program Assistant.
• Entrusted to maintain the Agency’s corporate credit card. Reconciles invoice monthly.
• Serves as trusted liaison to management team, staff and vendors.
• Troubleshoots problems proactively on behalf of Executive Director (i.e., screens calls, reviews PO requests, expenses, and documentation brought to the Executive Director for authorization, approval and signature. Proofreads all work and advises Executive Director of any issues.

Non-Essential Duties and Responsibilities

• Attends Board meetings and records minutes to be transcribed and disseminated among members on a timely basis
• Assists Board President and Board of Church Representatives in meeting preparation and dissemination of pertinent information to members.
• Volunteers to assist in various agency committees, to the extent that there is no conflict with the primary functions of this position.

Minimum Position Requirements

• AA or BA degree and two years’ related experience or equivalent.
• Knowledge of principles and practices of administrative work and organizational behavior.
• Exceptional interpersonal communication skills, well-groomed presentation, and strong team work ability.
• Participates as a member of the Executive Management Team for agency-wide problem solving, decision making, planning and evaluation of agency programs and policies.
• Ability to type 70 wpm, without error, and demonstrated computer skills.
• Ability to relate appropriately and consistently to staff, Board members and donors under demanding, stressful and fast-paces circumstances.
• An attitude compatible with the goals and purposes of The National Center for Children and Families.

Physical Demands/Work Environment

While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch or crawl. Vision abilities required y this job require close vision working with a computer monitor. While performing the duties of this job, employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate. While performing the responsibilities of the employee’s job, these work environment characteristics are representative of the environment the Human Resources Director will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

Salary: $40/hour