Part-Time Administrative Assistant

Natcaptreatment; Arlington (VA); On-site; USD 21,000 - 34,000; Part time

Job summary

National Capital Treatment & Recovery is seeking a part-time Administrative Assistant to support the President/CEO and Board of Directors. The role involves drafting communications, coordinating Board meetings, preparing materials, and maintaining Board records.

Most work occurs in the afternoon, Monday–Friday, 20 hours weekly, with flexible scheduling. The position requires strong Microsoft Office and SharePoint skills, excellent communication, and the ability to manage multiple tasks with

Qualifications

• Advanced computer skills with proficiency in Word, Excel and PowerPoint.
• Proficient in SharePoint and document management.
• Excellent written and verbal communication.
• Strong attention to detail and organizational abilities.
• Ability to manage calendars, meetings and multiple priorities.
• Discretion and good judgment are essential.

Responsibilities

• Drafts general responses on behalf of the President/CEO.
• Prepares presentations and manages projects for the President/CEO and Board.
• Liaison to the Board and provides administrative support.
• Coordinates logistics for regular Board and Committee meetings.
• Distributes meeting minutes, agendas, and reports to Board members.
• Maintains Board meeting reminders via phone and email.
• Replenishes and orders office inventory.
• Filing, charting, faxing and other admin duties as required.
• Creates and distributes Board materials (Board Manual, packets, etc.).
• Handles logistics for onsite, offsite and virtual meetings (IT, setup, refreshments).
• Oversees Board SharePoint site and materials.

Skills

Advanced computer skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SharePoint

Communication

Organizational skills

Attention to detail

Discretion

Calendar management

Multi-tasking

Education

Tools

Microsoft Office Suite

SharePoint

Job description

SUMMARY

National Capital Treatment & Recovery, formerly Phoenix House, a nonprofit substance use treatment facility is hiring a part-time Administrative Assistant to work with our President, CEO and Board of Directors. This position is responsible for assisting the President and CEO with maintaining regular communication with the Board of Directors including activities, meetings and other pertinent information or communication. This position also provides administrative support to the President and CEO including but not limited to scheduling, meeting coordination, collection and dissemination of materials or reports, and other duties as assigned. This is a part-time, M-F, 20 hours a week, hourly position. Schedule can be flexible, with most hours in the afternoon due to Board meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Drafts general responses/correspondence on behalf of President/CEO.


• Prepares presentations and manages projects on behalf of President/CEO and Board of Directors.


• Serves as the Board of Director’s liaison and administrative/logistical support staff.


• Coordinates the logistics and attends all regularly scheduled Board and Board Committee meetings.


• Captures and distributes Board meeting minutes, agendas, reports and materials to all Board of Directors.


• Provides Board meeting reminders via phone/email to BOD.


• Replenish and order inventory needs for office


• Filing, charting, faxing and all other administrative functions as required.


• Create, update, distribute and maintain all Board materials, including Board Manual, Board Meeting Packets, Strategic Plan, etc.


• Handles all logistics for onsite and offsite and virtual Board meetings e.g. invites, refreshments, set up, materials, IT requirements, etc.


• Oversee the Board SharePoint site for all current and archived Board materials.

QUALIFICATIONS

• Advanced computer skills with proficiencies in Microsoft Office: WORD, EXCEL, POWERPOINT


• Advanced proficiency in SharePoint


• Design and produce presentations and reports using Microsoft Office, particularly PowerPoint, Word and Excel


• Excellent communication and interpersonal skills, both written and verbal


• Strong attention to detail, analytical abilities, and organizational skills required


• Excellent judgment and discretion


• Review and process high volume of e‑mail and written correspondence, handling and routing as appropriate


• Handle busy calendars, set meetings/appointments as needed


• Strong ability to troubleshoot issues


• Self-motivated, flexible, with a willingness to learn new concepts


• Demonstrated ability to effectively manage multiple priorities and projects;?independent worker; self-starter


• Other duties as assigned by supervisor

KNOWLEDGE AND SKILLS

• Clear, articulate speaking voice with good grammar skills


• Intermediate to advanced typing/computer skills required


• Good organizational skills with attention to detail. Demonstrated ability to greet all visitors in a positive, welcoming and courteous manner; present a professional personal appearance


• Ability to multi-task; advanced working knowledge of general office equipment and administrative practices


• Ability to prepare and maintain required documentation


• Ability to comply with state and federal regulations regarding confidentiality

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities. In the course of performing this job, one typically spends time sitting, walking, climbing stairs, standing, carrying, lifting up to 15 pounds, listening, speaking, typing, reading, and writing.

WORK ENVIRONMENT

This position works in a congregate care environment. This is an on-site direct care position. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Employees may be exposed to infectious diseases/illness. Appropriate preventive measures should be taken, including being up to date with vaccinations and practicing good infection control protocols.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties and to be necessary.

National Capital Treatment & Recovery is an Equal Opportunity Employer