Executive Administrative Assistant

The Executive Administrative Assistant provides internal and external scheduling support for the President & CEO and the Executive Vice President and Chief Growth Officer and provides support to the Manager of Executive and Administrative Operations for organization-wide initiatives. Duties include managing the flow of information and assisting with projects administratively and logistically.

Responsibilities

General Administrative Assistance

  • Helps manage the flow of information (paper and electronic), commitments, and tasks for the President and CEO and Executive Vice President and Chief Growth Officer on a daily basis, keeping track of deadlines and documents.
  • Manages and maintains key address/contact/distribution lists and activity tracking in database system, for those contacts that are most relevant to the both executives.
  • Handles and coordinates confidential information with complete discretion.
  • Manages and ensures appropriate and timely follow-up on internal and external requests for information or action.
  • Ensures that all Executive Office meeting logistics (e.g., meals, travel, conference room reservations, offsite meeting location reservations, scheduling, technological arrangements, etc.), including all management and staff-related meetings, are highly effective and accomplished in a timely manner.
  • Performs administrative duties including expense/travel reimbursements, purchase card reconciliations, check requests and contract development in a timely manner and in accordance with the policies and procedures set forth by the Chief Financial Officer (CFO).
  • Distributes internal documents, memos, and articles.
  • Performs a variety of research assignments by gathering and analyzing information and data and presents it in a fashion presentable for Executive review—concise, grammatically correct.
  • Maintains correspondence and files, both written and electronic.

Scheduling & Travel

  • Manages the President and CEO and Executive Vice President and Chief Growth Officer’s daily schedules; handles all internal and external requests for meetings and speaking engagements and determines course of action for requests.
  • Researches, collects, and organizes briefing materials for internal and external meetings and travel; prepares daily briefing packet and schedule.
  • Coordinates external engagements and logistics for appearances and speaking engagements for the President and CEO and Executive Vice President and Chief Growth Officer.
  • Proactively arranges conference calls, meetings and external appointments, as needed by the President and CEO and Executive Vice President and Chief Growth Officer.
  • Coordinates with the appropriate parties to make sure the President and CEO and Executive Vice President and Chief Growth Officer have the briefings and materials necessary to prepare for scheduled meetings and events.

Board of Directors Administrative Support

  • Responsible for helping coordinate all administrative preparations for NCOA Board of Director meetings and conference calls, including Board travel, hotel accommodations, reimbursements.
  • Records Board meeting minutes and disseminates to respective parties in a timely manner.

Qualifications

  • Bachelor’s degree required.
  • Minimum six years’ experience that includes providing scheduling and special assistance to executive level staff of an organization/office.
  • Advanced knowledge of Outlook; working knowledge of MS Word and Excel; capacity to learn other types of software programs.
  • Work experience in fast-paced office strongly preferred.
  • Familiarity with Internet research.
  • Strong organization and sophisticated interpersonal skills, discretion, poise, judgment.
  • Excellent grammatical, oral and written communication skills.
  • Strong work ethic and attention to detail, ability to multi-task.
  • A “sense of urgency,” demonstrated experience working at the Board level, working beyond the normal work day and on weekends as necessary.
  • Ability to work independently with minimal supervision, take on multiple tasks, to prioritize and achieve timely and thorough completion of assignments.
  • Passion and commitment to improving the lives of older adults not required, but desirable.

ADA Specifications

Physical demands that must be met in order to successfully complete the essential functions of the job

Requires ability to speak, see, hear and use hands to operate standard business equipment including computers and fax machines. Ability to sit and working at a computer for extended periods of time and lift 50 pounds on a regular basis. Ability to frequently kneel, squat, bend, stoop, twist, and reach overhead with repetitive motion may be made to enable individuals with disabilities to perform the essential functions of this position.

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 as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Attributes

  • Self-confident. You are thoughtful in your approach, consultative, and confidently take the lead. You are fair and just.
  • Collaborative work style. You collaborate on projects, communicate results, and are willing to listen and learn from others. You enjoy daily interaction with staff of all levels and quickly earn respect and loyalty. You are a resource and a counselor.
  • Momentum builder. You are not simply an implementer; you initiate and facilitate results-based outcomes. You hold others accountable to their commitments and keep initiatives moving forward and on track.
  • Business acumen. You are skilled at helping organizations make informed decisions that deliver bottom-line results.
  • Excellent communicator. You possess strong oral and written skills. You are articulate and clear both in person and in written communication.
  • Analytical. You have incisive analytical skills and the ability to make critical assessments. You can identify and frame problems and set priorities.
  • Service-oriented. You are approachable, flexible, and responsive.

What’s Attractive to the Right Candidate?

  • For more than 65 years, NCOA has made improving the lives of older adults our passion and our mission. NCOA is a highly-regarded national institution.
  • Your work will be highly visible and critical to promotion of NCOA’s programs and resources.
  • The work you do today will have an impact for decades to come.
  • Your work provides a direct and immediate service: supporting community-based organizations to strengthen programs and services that increase the quality and years of life for millions of older Americans.
  • This is an intellectually stimulating environment and an organization that works passionately and enthusiastically to fulfill the goals of our programs and our overarching mission.
  • Your experience, opinions, and expertise are valued—what you bring to the table is vital to our success.
  • We offer a competitive salary and excellent benefits package, including medical and dental insurance, 403(b) retirement plan with a generous contribution, life insurance, short-term and long-term disability insurance, education assistance and more.
  • NCOA is an Equal Opportunity Employer and is dedicated to these principles. We value and welcome diversity in the workplace and encourage all minorities, women, veterans, and persons with disabilities to apply.

To Apply

Simply email your resume to Human Resources at hr@ncoa.org with “NCOA – Executive Assistant – President & CEO and the Executive Vice President and Chief Growth Officer” as the subject of the email.