Administrative Assistant

The full-time Administrative Assistant provides a wide range of corporate support services to our nonprofit infrastructure including answering phones, maintaining corporate records, organizing meetings, assisting with proposal development, authoring and editing memos, letters, and technical reports and providing executive-level support to the Directors.

ESSENTIAL RESPONSIBILITIES:

• Serves as the receptionist (answers incoming phone calls and routes the calls to the appropriate staff; greets customers/clients and accept deliveries)
• Maintains corporate records including bylaws, articles of incorporation, board of director meetings, other business documents.
• Maintains corporate calendar, including scheduling meetings, and keeping planned staff absences and telework schedules up-to-date.
• Provides executive-level support to the Executive Director, such as working with outside constituents, partners, and Board of Directors to schedule meetings and calls. Assists with other high level support tasks, such as maintaining the Executive Directors schedule, authoring and editing memos, letters, and developing PowerPoint presentations.
• Assists the accounting, information technology, and human resource departments with filing, ordering, and record keeping. Specific to accounting, this includes maintaining specific records of accounts receivables, routing accounts payable to the appropriate staff for approval, mailing out bills and invoices, and filing account payables. Specific to Information Technology department, supports the Director of IT, monitors and records technical and software issues with computers, copiers, printers, and other peripherals.
• Updates the electronic inventory (library) of NRI products and resource materials on a regular basis. Sorts historical files into: products for dissemination, products for internal use, and necessary backup.
• Provides specific project-level support to the Behavioral Healthcare Performance Measurement System which includes updating contract files, assisting with writing and editing technical reports, managing the conference call platform, and other duties as assigned.
• Administers and manages all web and teleconferencing services and supports such as Cisco's WebEx. This includes scheduling the events, providing technical support to presenters, editing recordings, and managing the archives.
• Schedules meetings and coordinates arrangements for conference calls as assigned for the Directors, including advance confirmation of participation. Fields potential problems during calls or meetings and takes minutes as assigned inclusive of all Board of Director meetings.
• Performs meeting support tasks, including assisting with preparation of supporting materials/shipments, developing PowerPoints, working with the hotel and other vendors. Coordinates catering and purchases items as requested. Assists with meeting registration and travel arrangements as assigned.
• Administers and manages bulk email service (Real Magnet). This includes sending our corporate and project specific materials through this services, such as monthly newsletters in both html and text format. Monitors bulk email statistics and addresses any errors as needed.
• Maintains adequate office supplies and orders supplies on a bi-weekly basis or as needed.
• Provides administrative and clerical support to the proposal development process and assembles a professional final proposal for submission.
• Processes mailings, via mail, e-mail, fax, (including broadcast faxes), and UPS shipments; distribute publications (externally and internally, following outlined procedures); arrange courier package pick-ups and deliveries and confirm arrivals.

Other Responsibilities:

• Attends program and training events as directed; and performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• Associates degree with five or more years corporate administrative experience (or over 10 years administrative experience in a similar setting without an Associate's degree). Bachelor's degree preferred.
• In addition, must have the ability to prioritize and handle multiple tasks and/or multiple projects simultaneously which requires a high level of detail.
• Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, etc., required.
• Proficient MS Office Suite including Word, PowerPoint, Access and Excel programs preferred.

SUPERVISION:

• The Administrative Assistant will be supervised by the Senior Director of Operations and Planning and the Senior Director of Performance and Quality Improvement.

WORKING CONDITIONS:

• The Administrative Assistant works in an office environment in Falls Church, Virginia, and has sustained posture in a seated position for prolonged periods of time.
• This position is not available for telework status.