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Executive Office Administrator

National Center for Missing and Exploited Children
Alexandria, VA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

TITLE:                                     Executive Office Administrator

LOCATION:                             Alexandria, Virginia

FLSA:                                      Exempt

DIVISION:                               President’s Office
 

TRAVEL REQUIREMENT:

Less than 10%, to fulfill job requirements.


HOURS and SCHEDULE:

Generally, Monday – Friday, 9:00am to 5:30pm (minimum 37.5 hours within five (5) days per week); unless otherwise required or approved by management.


REPORTS TO:

This position reports to the President and CEO.


SUPERVISION EXERCISED:

No staff supervision; collaborates with all levels of staff, outside vendors and partners.


RESPONSIBILITY FOR PUBLIC CONTACT:

Daily contact requiring courtesy, discretion, and sound judgment.


LICENSING AND CERTIFICATION:

N/A


GENERAL DESCRIPTION:

This position is responsible for support and coordination services for the CEO’s activities, ensuring the maintenance of the databases and filing systems, maintaining CEO’s schedule, providing meeting and logistical support, handling travel arrangements, production of thank you letters and correspondence to all donors, and other correspondence. This position will liaise with the development team on fundraising and all divisions on related matters.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Completes a broad variety of administrative tasks for the CEO and other executives, as directed, including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Works closely and effectively with the CEO in order to communicate any upcoming commitments and responsibilities, following up appropriately.
  • Anticipates the CEO's needs and enables him to be as productive as possible.
  • Conducts occasional research, special projects and organizational tasks for the CEO.
  • Welcomes guests in person or on the telephone, and undertakes representational duties on behalf of the CEO, to include serving as first point of contact and liaison with partners, Board members, industry contacts, and other stakeholders.
  • Works with Strategic Advancement & Partnerships (SAP) in organizing and coordinating executive outreach and external relations.
  • Liaise with SAP on fundraising efforts, such as major donors, acknowledging contributions, etc.
  • Attend internal and external fundraising and outreach functions on behalf of NCMEC.
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
  • Prioritizes conflicting needs; handles all matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Work closely with SAP to assist in reconciling budgets to finance (liaise between SAP and finance).
  • Responsible for managing and overseeing the completion of multiple projects, as directed by the CEO, utilizing project management tools.
  • Tracks and reconciles monthly credit card statements in a timely manner; completes and submits expense reports in a timely manner; monitors budget and reviews monthly financials.
  • Support the CEO’s participation in Senior Management Team (SMT) meetings, and Board of Directors meetings; take notes and follow up on action items related to such meetings.
  • Edits and completes first drafts for written communications to stakeholders.
  • Create, review, and proofread documents and presentations for business meetings; organize and maintain filing systems for archiving of business-critical information.
  • Communicates directly, and on behalf of the CEO, with Board members, donors, NCMEC staff, and others, on matters related to the CEO's initiatives.
  • Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
  • Improves quality results by studying, evaluating, and re-designing processes; implementing changes.
  • Performs other duties and completes special projects as required by the CEO and President’s Office.


EDUCATION AND EXPERIENCE:

  • Bachelor’s degree preferred.
  • Five (5) to ten (10) years of experience supporting C Suite Level Executives, preferably in a non-profit organization.
  • Experience as a high-level administrator in a business office environment.
  • Experience and interest in internal and external communications, partnership development, and fundraising.
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, and Power Point).

KNOWLEDGE, SKILLS AND ABILITIES:

  • Must have excellent administrative, organization and time management skills.
  • Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Expert level written and verbal communication skills.
  • Proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • High degree of trustworthiness and proven ability to handle confidential information with discretion.
  • Adaptable to various competing demands and demonstrates the highest level of customer service and responsiveness.
  • Ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Ability to produce clear, accurate communications using Microsoft and other computer programs.
  • Ability to conduct effective group training programs; strong presentation skills.

 

Company Description
The National Center for Missing & Exploited Children® is a non—profit 501(c)(3) corporation whose mission is to help find missing children, reduce child sexual exploitation, and prevent child victimization. Since 1984, NCMEC has served as the national clearinghouse and resource center for families, victims, private organizations, law enforcement and the public on issues relating to missing and sexually exploited children.

National Center for Missing and Exploited Children

Why Work Here?
SEE BEYOND THE HEADLINES – HELP MISSING & EXPLOITED CHILDREN

The National Center for Missing & Exploited Children® is a non—profit 501(c)(3) corporation whose mission is to help find missing children, reduce child sexual exploitation, and prevent child victimization. Since 1984, NCMEC has served as the national clearinghouse and resource center for families, victims, private organizations, law enforcement and the public on issues relating to missing and sexually exploited children.

Address

333 John Carlyle Street

Alexandria, VA
USA

Industry

Business

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